Executive Administrator, Quality Assurance Department

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 areas of unmet need: oncology, nephrology, immunology and CNS/movement disorders. The North America organization includes three offices (in New Jersey and California) that focus on drug discovery, product development, and commercialization. Together, we work as a close-knit team to understand clinical needs and advance innovations that can have a profound impact on patient lives.

Job Summary: Performs and oversees all administrative related services for Global Head, Quality Assurance, QA Leadership Team and staff.  Position requires broad knowledge of corporate operations and policy. A high level of administrative support and advanced computer technology experience is required. The ability to multi-task is essential. Must operate with discretion and great latitude for independent judgment and initiative. This is a hybrid role in our Princeton, NJ office. 

Reports to: Global Head, Quality Assurance

Key Responsibilities:

• Provide general administrative support and organizational skills to the QA Leadership & team members, locally and globally.
• Responsible for the planning and coordination of meetings (on-site off-site) involving staff: schedule meetings, reserve conference rooms, preparation and distribution of meeting materials, coordinate audio visual equipment, and food needs; prepare and format documents into final form. Meetings and events may include the following:
  • Full calendar/meeting management support
  • QA Leadership Team Meetings
  • Quality Management Review
  • Quality Leadership Team Meetings
  • Internal Audits and Inspections
  • Quality Week activities
  • Lunch & Learn Meetings
  • Other Team Events
• Effectively utilize travel and meeting policies and procedures to complete all aspects of travel: coordinate all aspects of team travel arrangements (domestic and international) and prepare travel itineraries; monitor and process travel or other expense reimbursement in a timely manner; and maintain calendar and monitor crucial due dates as required.
• Coordinate QA project management activities and administer general metrics management.
• Assists with the implementation of policies and procedures related to QA budgeting and analysis.
• Process incoming and outgoing e-mail & maintain calendars bringing attention to crucial matters.
• Comply with policies and procedures and manage project timelines to ensure on-time performance.
• Draft and/or proof-read documents and presentations as needed utilizing a strong command of proper business writing and grammar.
• Attend meetings, prepare and maintain meeting notes.
• Manage data and prepare QA presentations as needed.
• Manage documents effectively from and to various software programs demonstrating a comfort level with various technologies and quickly learn technologies as necessary.
• Maintain integrity of electronic document structure for the departments.
• Manage purchase orders/payments/invoices from outside vendors including use of Stella database.
• Assist with creation of contracts in QuickBase system
• Handle general telephone/e-mail inquiries to department(s) and field/answer all routine and non-routine questions. Capable of identifying urgent activities.
• Suggest and drive improvement processes when applicable.
• Other duties as assigned.

Job requirements:

• High school diploma or equivalent. Associate’s degree of equivalent is a plus
• Minimum eight (8) years administrative experience, working as executive support with increasing responsibility. Pharma/Biotechnology experience preferred.
• Strong skill level with Microsoft Office suite (Word, PowerPoint, and Excel) including solid experience with Microsoft Outlook and calendaring for multiple team members.
• Demonstrated knowledge in Project/Planning management and budget support highly preferred.
• Highly proactive, taking ownership to anticipate needs and adept at managing up and downstream.
• Creative, flexible, well organized
• Resourceful, detail-oriented, with the ability to promptly assess documents for accuracy and consistency.
• Exceptional communication skills, both verbal and written
• Excellent problem-solving skills.
• Ability to handle sensitive and confidential information and situations.
• Professional appearance and telephone manner
• Cultural sensitivity and ability to consensus within a multi-national organization

Additional Requirements: This role may require up to 5% domestic (CDN) and international travel (US) as needed.

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 135 Route 202/206, Suite 6, Bedminster, NJ 07921 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.

#LI-AK1

#LI-Hybrid