Executive Administrator

Kyowa Kirin is a fast-growing global specialty pharmaceutical company that applies state-of-the-art biotechnologies to discover and deliver novel medicines in four disease areas: bone and mineral; intractable hematologic; hematology oncology; and rare disease.  A Japan-based company, our goal is to translate science into smiles by delivering therapies where no adequate treatments currently exist, working from drug discovery to product development and commercialization. In North America, we are headquartered in Princeton, NJ, with offices in California, North Carolina, and Mississauga, Ontario.

Job Summary:

The Executive Administrator is a critical role responsible for supporting Canadian operations and projects within the Canadian affiliate. This position will play a key role within a highly matrixed environment by supporting the General Manager (GM) and Canadian Leadership Team (LT) members in customer facing activities and other projects.

Essential Functions:

Project Coordinator Duties:
•    Support Canadian LT projects. Responsible for project management and execution of operational and logistical processes for customer-facing activities. including submission and management of requests for vendor onboarding, procurement and related payments.
•    Draft, proofread, and format templates, documents and communications in support of customer facing activities and other Canadian projects, maintaining a high standard of accuracy and professionalism.
•    Plan and coordinate meetings, both on-site and off-site, involving staff members, by scheduling meetings, reserving conference rooms, preparing and distributing meeting materials, coordinating audio-visual equipment and catering needs, as well as formatting documents into final form.
•    Coordinate various cross functional project activities, conducting needs assessment and prioritization, ensuring alignment with project objectives and timelines.
•    Maintain regular communication with the GM & LT, provide updates on task statuses and discuss priorities and other pertinent matters.
•    Execute project directives by liaising with multiple departments, including interfacing with other KK North America functional groups, outside partners and other stakeholders, to foster relationships and facilitate effective communication and issue resolution.
•    Serve as a representative of assigned projects in technical and administrative capacities at external events such as meetings, conferences, and vendor engagements as required.
•    Other duties as assigned.

Executive Administrator Duties:
•    Responsible for managing Canadian office operations and logistics, including telephone calls, correspondence, and general inquiries for the Canadian office, ensuring triage of matters to the appropriate department and staff
•    Provide comprehensive administrative and coordinator support to the GM and LT members ensuring seamless operations and efficient workflow.
•    Manage GM’s calendar, proactively bringing attention to crucial matters and ensuring timely responses to emails and other communications.
•    Generate, edit and format presentations to be used in internal and externals meetings 
•    Attend meetings as required, preparing and maintaining detailed meeting notes to capture key discussions and action items for LT and other meetings
•    Effectively manage documents across various software programs, demonstrating proficiency with different technologies and a willingness to adapt and learn new tools as necessary.
•    Act as first point of contact for internal and external communications addressed to the GM as needed. Handle general inquiries via telephone and email for the department(s), addressing routine and non-routine questions promptly and identifying urgent activities for timely resolution.

Requirements:

Education
Bachelor’s or graduate degrees in Business Administration, Management or other disciplines required. Project Management Professional (PMP) certification a plus.

Experience
Minimum of four years’ experience in project management or administrative support to Leadership Teams, preferably in the life sciences industry. Experience in supporting executive teams is a plus. 

Technical Skills
•    Advanced proficiency with Microsoft Office Suite (MS Word, MS Excel, and MS PowerPoint).
•    Advanced proficiency with project management software, e.g. MS Project Ability to prioritize tasks effectively, manage multiple deadlines, and adapt to changing priorities in a fast-paced environment.
•    Discretion in handling confidential/proprietary information.
•    Demonstrated ability to work with a diverse set of communities – researchers, administrators, technical staff, and programmers, to solve problems and build consensus.

Non-Technical Skills
Demonstrated ability to organize, prioritize, meet deadlines, make decisions, and change course of action quickly. Strong interpersonal and communication skills. Strong work ethics are required. Detail oriented and excellent follow through. Has the ability to flex and deal with ambiguity in a dynamic, fast-paced, high growth environment. Has a passion for personal learning and development to be able to grow with the company. Cultural sensitivity and ability to develop consensus within a multinational organization.

The anticipated salary for this position will be $79,000 CAD to $95,000 CAD.  The actual salary offered for this role at commencement of employment may vary based on several factors including but not limited to relevant experience, skill set, qualifications, education (including applicable licenses and certifications, job-based knowledge, location, and other business and organizational needs.

KKNA and all of its employees have an obligation to act in accordance with the law and with integrity in all our operations and interactions

It is the policy of Kyowa Kirin North America, Inc. to provide equal employment opportunity to all qualified persons without regard to race, religion, creed, color, pregnancy, sex, age, national origin, disability, genetic trait or predisposition, veteran status, marital status, sexual orientation or affection preference or citizenship status or any other category protected by law.

When you apply to a job on this site, the personal data contained in your application will be collected and stored by Kyowa Kirin, Inc. (“Controller”), which is located at 510 Carnegie Center Dr. Princeton, NJ 08540 USA and can be contacted by emailing [email protected]. Controller’s data protection officer can be contacted at [email protected]. Your personal data will be processed for the purposes of managing Controller’s recruitment related activities, which include setting up and conducting interviews and tests for applicants, evaluating and assessing the results thereto, and as is otherwise needed in the recruitment and hiring processes. Such processing is legally permissible under Art. 6(1)(f) of General Data Protection Regulation (EU) 2016/679 (“GDPR”) as necessary for the purposes of the legitimate interests pursued by the Controller, which are the solicitation, evaluation, and selection of applicants for employment. 

Your personal data will be shared with Greenhouse Software, Inc., a cloud services provider located in the United States of America and engaged by Controller to help manage its recruitment and hiring process on Controller’s behalf. Accordingly, if you are located outside of the United States, your personal data will be transferred to the United States once you submit it through this site. The transfer will be made using appropriate additional safeguards under the standard contractual clauses approved by regulators for transfers of personal data outside the European Union.

Your personal data will be retained by Controller as long as Controller determines it is necessary to evaluate your application for employment.  Under the GDPR, if you are located in the European Union, you have the right to request access to your personal data, to request that your personal data be rectified or erased, and to request that processing of your personal data be restricted. You also have the right to data portability, and to lodge a complaint with an EU supervisory authority. If you have any questions about our use of your data, you may contact us by email at [email protected].

Kyowa Kirin does not accept agency resumes unless contacted directly by internal Kyowa Kirin Talent Acquisition. Please do not forward resumes to Kyowa Kirin employees or any other company location; Kyowa Kirin is not responsible for any fees related to unsolicited resumes.