Astellas Pharma Looking for Operations Coordinator at Ontario, Canada Full Time

Do you want to be part of an inclusive team that works to develop innovative therapies for patients? Every day, we are driven to develop and deliver innovative and effective new medicines to patients and physicians. If you want to be part of this exciting work, you belong at Astellas!

Astellas Pharma Inc. is a pharmaceutical company conducting business in more than 70 countries around the world. We are committed to turning innovative science into medical solutions that bring value and hope to patients and their families. Keeping our focus on addressing unmet medical needs and conducting our business with ethics and integrity enables us to improve the health of people throughout the world. For more information on Astellas, please visit our website at www.astellas.com .

This position is based in Northbrook, Illinois. Remote work from certain states may be permitted in accordance with Astellas’ Responsible Flexibility Guidelines. Candidates interested in remote work are encouraged to apply.

Purpose And Scope

Responsible for general office support as directed; maintenance of departmental systems, files and records; substantive office support on an ongoing basis. Additionally, is an active and contributing member of a project team by supporting the team in a variety of tasks.

Essential Job Responsibilities

• Answer incoming calls, respond to visitors, set up meeting rooms, arrange lunches, and escort guests to conference rooms.
• Manage and purchase office supplies and kitchen equipment.
• Accept and manage mail and courier services, and handle shipping tasks.
• Maintain P-card records, save receipts, and assist in preparing monthly expense reports.
• Provide onsite support, preparations, set-up, and maintenance of conference rooms for onsite meetings.
• Assist with office space lease-related matters.
• Visitor / Guest Parking registration
• Maintain office facilities such as furniture, copier machines, electrical systems, guest parking arrangements, water machines, and coffee equipment.
• Maintain the employee list and parking badge holder list for Astellas Life Sciences Center (ALSC) up-to-date.
• Coordinate with Astellas HR and the M&D Hiring Manager on interview scheduling, agenda creation, new hire desk set-up, and special projects.
• Coordinate business dinners, lunches, restaurant reservations, and transportation.
• Handle set-up and tear-down of office events, company lunches, meeting preparations, and work with ESM Operations Coordinator.
• Maintain conference rooms’ calendars, distribution lists, and shared folders.
• Serve as the main liaison between the Onsite IT Support Teams and assist M&D colleagues with help desk issues.
• Manage domestic and foreign shipping of compounds and documents using UPS and FedEx.
• Report any office equipment issues and assist in calling for repairs.
• Assist in onboarding M&D and the 8th Fl. employees, including providing access cards, parking arrangements, business cards, office tour, Concur assistance, and expense report creation.
• Assist in offboarding M&D and the 8th Fl. employees, including collecting Astellas devices, shipping them back to the Northbrook IT department, and terminating Astellas Life Sciences Center (ALSC) office/building access cards. Also, return company cars for expats.
• Maintain Office Space (Hoteling Desk) system and update the setting as needed.
• Receive, investigate invoices, and make payment requests to the AP office. Follow up on payment status if necessary.
• Maintain HR posters such as Federal/State labor laws in the office and order/receive them from the vendor, Personal Concepts.
• Maintain responsibility for reserving/canceling the following conference rooms at Astellas Life Sciences Center (ALSC) 8th: Cafeteria and Boardroom
• Oversee office security / visiting procedures and access control systems.
• Maintain accurate records and databases, including employee lists, vendor contracts, and office inventory.
• Serve as a member of the ALSC Office Management Team, attend monthly team meetings, and be responsible for taking meeting minutes.
• Undertake special projects as needed.

Qualifications

Required

• High school degree, Associate’s degree, or equivalent; Bachelor’s degree preferred.
• Minimum 2 years related administrative experience.
• Professional command of word processing, Excel, and PowerPoint.
• Excellent communication skills, including all levels of management both locally and globally.
• Mature judgment, attention to detail, interpersonal and organizational skills.
• Ability to maintain confidential information.
• Ability to work with multiple departments, demonstrating understanding of functions and
• developing appropriate contacts and relationships to support corporate communications
• Ability to identify, organize and work with informational details under general policy
• Ability to work independently, with limited direction.
• Ability to manage projects to completion. Must independently perform multiple tasks and
• successfully complete individual projects or assignments.
• Ability to independently resolve conflicts related to schedules & resources.
• Must demonstrate ability to manage timelines and provide high level of project coordination.
• Demonstrated ability to determine best course of action based on operational direction and makes effective course corrections to meet objectives.

Benefits

• Medical, Dental and Vision Insurance
• Generous Paid Time Off options, including Vacation, Sick time, plus national holidays including Heritage Days, and Summer and Winter Breaks
• 401(k) match and annual company contribution
• Company paid life insurance
• Annual Corporate Bonus and Quarterly Sales Incentive for eligible positions
• Long Term Incentive Plan for eligible positions
• Referral bonus program

Category Chief Medical Officer

Astellas is committed to equality of opportunity in all aspects of employment.

EOE including Disability/Protected Veterans