Administrative Assistant - Remote

About The Company

Sumitomo Pharma Co., Ltd. is a global pharmaceutical company headquartered in Japan, with operations in the United States through Sumitomo Pharma America, Inc. The company is dedicated to addressing critical patient needs across various therapeutic areas including oncology, urology, women's health, rare diseases, cell and gene therapies, and central nervous system (CNS) disorders. Sumitomo Pharma boasts a robust portfolio of marketed products alongside a diverse pipeline of investigational assets spanning early to late stages of development. The company is committed to accelerating discovery, research, and development efforts to bring innovative therapies to patients more quickly.

About The Role

Sumitomo Pharma America is seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative and operational support to four Vice Presidents within the Research & Development (R&D) Oncology organization. This full-time, remote position requires the candidate to be located near Marlborough, MA, to accommodate monthly onsite meetings. The Administrative Assistant will work closely with the Executive Assistant to the Chief Medical Officer (CMO) to ensure seamless daily operations, optimize leadership productivity, and support key initiatives in a dynamic pharmaceutical environment.

The ideal candidate will demonstrate exceptional organizational skills, attention to detail, and the ability to manage multiple priorities while maintaining confidentiality and professionalism. This role demands flexibility, strong communication skills, and the capability to collaborate effectively across global teams in a fast-paced setting.

Qualifications

• 3–5+ years of administrative support experience, preferably in pharmaceutical, biotech, or healthcare industries
• Proven experience supporting multiple senior leaders simultaneously
• Strong proficiency in Microsoft 365 applications (Outlook, Teams, Excel, Word, PowerPoint)
• Exceptional organizational and prioritization skills
• Excellent written and verbal communication abilities
• Ability to handle confidential information with discretion
• Strong attention to detail, accuracy, and follow-through
• Flexibility to adapt in a dynamic and fast-paced environment
• Willingness and ability to collaborate across time zones for global coordination
• Preferred: Experience supporting VP-level or higher leadership
• Preferred: Familiarity with medical/scientific terminology or pharmaceutical R&D environments
• Preferred: Experience with expense reporting tools (e.g., Concur) and procurement systems
• Preferred: Ability to work effectively within a matrixed organizational structure with shifting priorities
  
  

Responsibilities

• Manage complex calendars for four Vice Presidents, including scheduling meetings, coordinating availability, and resolving conflicts
• Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and expense reconciliation
• Prepare and reconcile expense reports, including American Express statements
• Screen, prioritize, and route communications to ensure timely responses and follow-up
• Assist in planning and executing team meetings, town halls, off-site events, including logistics and agenda preparation
• Track deadlines, deliverables, and key milestones in support of departmental projects
• Coordinate onsite program team meetings, including reserving meeting spaces and arranging catering
• Contribute to department-wide planning, communications, event preparation, and special projects
• Provide backup support to the Executive Assistant to the CMO and collaborate closely to support the R&D Oncology organization
• Maintain organizational charts, distribution lists, and team records
• Process purchase orders, vendor requests, and departmental invoices
• Assist with onboarding new employees, including scheduling orientation and coordinating equipment requests
• Serve as a departmental point of contact for facilities, IT, and HR-related requests
• Support compliance with regulatory, legal, and operational policies and procedures
  
  

Benefits

• Competitive base salary range of $72,300 to $90,400 annually
• Merit-based salary increases and short incentive plan participation
• Eligibility for 401(k) retirement plan
• Comprehensive medical, dental, vision, life, and disability insurance coverage
• Robust paid time off policy including up to 120 hours of vacation per year, 11 paid holidays, and additional winter shutdown time
• 80 hours of paid sick leave upon hire and annually thereafter
• Access to a service recognition program
• Opportunities for professional development and growth within a global pharmaceutical company
  
  

Equal Opportunity

Sumitomo Pharma America (SMPA) is an Equal Employment Opportunity (EEO) employer. Qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, age, ancestry, nationality, marital status, domestic partnership or civil union status, sex, gender, sexual orientation, disability, veteran or military status, domestic violence victim status, genetic information, or any other characteristic protected by applicable law. SMPA is committed to providing an accessible application process and reasonable accommodations for individuals with disabilities.