Posted to MedZilla on 1/14/2018


US-NJ, Senior Admin. Assistant- US Regulatory Affairs 17_0070-MZ


Shionogi Inc. is the U.S. subsidiary of Shionogi & Co., Ltd., a leading Japanese pharmaceutical company with state of the art research capabilities that has provided innovative medicines essential to people's health for over 135 years. I

n the US, Shionogi Inc. develops and commercializes pharmaceutical products that address unmet medical needs in the areas such as pain and anti-infectives.

Provide executive administrative support to the Vice President, Regulatory Affairs and Global Projects as well as their team in all day-to-day processes. The Senior Administrative Assistant, US Regulatory GDP will perform a wide variety of administrative tasks that include but are not limited to the responsibilities listed below.


  • Calendar management and scheduling of appointments/meetings.
  • Screen phone calls.
  • Support FDA Meetings, including coordination and communication of logistical details such as contracts, travel, hotels, dinners, rehearsals. 
  • Coordination of industry meetings such as ASCO, ICAAC, ECCMID, including registration, logistics and meeting planning as needed. 
  • Coordinate as needed Global Regulatory TC/WebEx Meetings, Team Meetings, Vendor Meetings, Interview panels. 
  • Manage all travel (both domestic and international) for team members including, publishing and calendaring all itineraries and plans. 
  • Understand travel preferences of supported staff and proactively troubleshoot and address travel conflicts. 
  • Manage expense report preparation and reconciliation according to SI policy for Directors and above.
  • Manage all FDA TC/Web Casts internally. 
  • Liaison between Shionogi Inc. (SI) and Shionogi & Co., Ltd. (SHQ - parent company) in coordinating teleconferences/meetings, etc. 
  • Maintain confidentiality of sensitive information.
  • Record and document meeting minutes for staff meetings. 
  • Manage new vendors, including legal approvals, and procurement process.
  • Advise team with respect to company messages, alerts, new policies, practices when appropriate.
  • Assist with preparations and routing for all contracts required by the department. 
  • Assist with on-boarding new employees and contractors as requested. 
  • Assist with the development of internal/external communications and produce PowerPoint presentations as needed. 
  • Perform research on specific topics and coordinate activities of projects/events.
  • Train or familiarize new staff on company work processes and procedures, and acts as a resource to new team members as required. 
  • Copying, faxing, filing, mailing overnight/shipping as required.
  • Coordinate the ordering of supplies, materials, publications, services, etc. 
  • Cover reception desk as needed. 
  • Perform other administrative or office duties or projects as required or as assigned.


  • High school degree required; Bachelors degree preferred. 
  • Minimum of 4 years administrative experience including past experience supporting executive level staff.
  • Background/Experience within Regulatory Affairs is preferred. 
  • Must demonstrate a high degree of confidentiality with regard to sensitive information.
  • Ability to anticipate needs, and analyze and solve problems quickly and proactively.
  • Attention to detail; excellent organization and follow-up skills a must.
  • Ability to prioritize tasks to achieve established deadlines. 
  • Ability to make responsible decisions with limited information; accomplishing tasks independently. 
  • Excellent communication skills, both verbal and written. 
  • Demonstrated high level of proficiency with Microsoft Office Suite of products (Office, Word, Excel, Power Point, and Adobe).
  • Ability to interface with administrative support team of company and build professional relationships.
  • Must be a self-starter and be able to multi-task.
  • Must be flexible and adaptable to changing project priorities, work assignments and deadlines.
  • Must be familiar with a variety of administrative concepts, practices and procedures. 
  • Must live a commutable distance to our US Corporate Headquarters in Florham Park, NJ.

To be considered for this position, you must apply online at: -- and meet the requirements of this opportunity.

We look forward to reviewing your resume & qualifications.

  • We are an Equal Opportunity Employer.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.

Please visit our website at


* If a direct employer requests that you go to their web site and complete your application there in order to be
  considered, please do so. Applications for all positions are subject to each employer's specific requirements.