Administrative Assistant

$60,000 - $72,000/Yr

Mitsubishi Tanabe Pharma - Jersey City, NJ

Full-time - Entry Level

Jersey City, NJ

Chemical Manufacturing

About the position

Mitsubishi Tanabe Pharma America, Inc. (MTPA) is a U.S. subsidiary of Mitsubishi Tanabe Pharma Corporation (MTPC) in Japan, which touts a storied reputation more than 300 years in the making. Our parent company - one of Japan's most respected - is a research-driven pharmaceutical company that has tirelessly pursued medical breakthroughs with global reach. MTPC has discovered and produced several first-in-class medicines for serious diseases, including multiple sclerosis (MS), diabetes mellitus (DM), amyotrophic lateral sclerosis (ALS), and is currently developing medicines in Neurology in Parkinson's (PD), Spinal Cord Injury (SCI), and in high unmet areas in Immunology and Oncology. MTPA is rapidly expanding its operations across all functional areas. MTPA's commitment to patients and their communities continues with a robust late-stage pipeline of investigational treatments for difficult-to-treat diseases and commercializing products with significant unmet medical needs in North American markets. In the United States, MTPA launched rare disease treatments including RADICAVA (edaravone) injectables in 2017 and RADICAVA (edaravone) oral suspension in 2022. The company handles research, clinical development, sales, marketing, medical affairs, supply chain, and business development functions. MTPA is dedicated to improving the treatment environment for those with debilitating diseases, researching on real-world evidence, and creating hope for all facing illness. The Administrative Assistant, General Affairs provides professional administrative support to the office manager and/or the General Affairs department. The incumbent also manages the flow of visitors, calls, mail, and deliveries at the New Jersey office, handling all interactions in a manner that upholds and promotes the company's positive professional reputation.

Responsibilities

• Stationed at the reception desk, registers, greets, and assists employees, guests, and vendors.
• Answers telephones and provides information to callers, takes messages and/or transfers to appropriate staff members.
• Maintains high level of confidentiality when handling sensitive information during the execution of departmental objectives.
• Maintains the quality of the common area such as kitchen, mailroom, and meeting rooms.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt for supplies.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
• Communicates with the building management office to receive adequate services.
• Prepares and processes invoices, ensures timely payments, and tracks expenses.
• Creates, maintains, and enters information into databases such as PureSafety, SAI360, locker assignment list, private office assignment list, and departed expats list.
• Monitors the general affairs section of the company intranet as requested.
• Assists in the preparation of reports, presentations, and other documents.
• Manage multiple Outlook calendars with expertise (staff and departments).
• Assists other administrative staff in scheduling and holding meetings, events, and projects by booking arrangements, purchasing of food, supplies and handout material.
• Performs other general clerical duties to include, but not limited to, copying, faxing, mailing, filing, making travel arrangements, and processing expense reports.
• Supports the office manager with projects and miscellaneous duties.
• Performs other departmental duties as assigned.

Requirements

• Minimum high school diploma or certification required. Associate or Bachelor's degree a plus.
• Minimum of 5 years administrative experience, including experience in a healthcare company/environment.
• Knowledge of principles and practices of organization, planning, records management, and general administration.
• Ability to prioritize work assignments.
• Competency in Windows, MS Office (Word, Excel, PowerPoint) and other relevant computer software.
• Strong communication skills, verbal and written.
• Excellent organizational and time management skills.
• Exceptional attention to detail.
• Ability to work independently with limited guidance and direction.
• Good analytical and problem-solving skills.
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, copiers, and fax machines.

Benefits

• Medical and Dental health benefits
• Short-term and long-term disability plans
• Company Paid and Supplemental Life insurance
• Additional voluntary benefits such as Critical Illness Insurance, Accident Insurance, Legal Plan, and ID Theft Protection
• Generous PTO policy based on tenure, commencing with 24 PTO days, pro-rated based on hire date