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Astellas Pharma Executive Assistant in San Francisco, California

Why Work for Us

Are you ready to use your experience and expertise to make an impact on patients' lives? Astellas Gene Therapies is a biotechnology company developing new genetic medicines for rare, life-threatening diseases. We are working urgently to progress our medicines and need additional team members to help us do so. Because our mission is so important, our values are to: Be BOLD: Find a Way, Care Deeply, and Get Stuff Done. If you'd like to be a part of this important mission, please apply to join our team.

About Astellas Gene Therapies

Astellas Gene Therapies is developing genetic medicines for patients with rare, life-threatening diseases. Based on our innovative approach to developing genetic medicines, as well as our industry-leading internal manufacturing capability and expertise, we have become the Astellas Center of Excellence for the newly created Genetic Regulation Focus Area. We are currently exploring three gene therapy modalities: gene replacement, exon skipping gene therapy, and vectorized RNA knockdown, with plans to expand our focus and geographic reach under Astellas. We are based in San Francisco, with manufacturing and laboratory facilities in South San Francisco and Sanford, North Carolina.

Our Values:

  • Be BOLD (Find a Way)

  • Care Deeply -- for our patients, each other and our work

  • #GSD (Get Stuff Done)

What is the catalyst for you in your professional career? Are you ready to be a part of a bold, innovative company, to make a change and to make a difference? Listed below is a current opening for a smart, driven, experienced, and just plain nice individual who wants to join us and be a part of our journey.

The Role

The Executive Assistant Commercial Team plays a vital role in our Commercial organization. Reporting to the SVP, Head of Commercial Gene Therapies, the Executive Assistant is instrumental in supporting the Commercial Team (Senior/Vice President, Directors, other staff to ensure the smooth operation of commercial by providing administrative support as directed. The Executive Assistant's role offers a wide range of responsibilities with a unique opportunity to be an important contributor to the success of the company. The commercial team deals with many highly confidential and sensitive situations - these include information regarding a host of issues and ethical concerns; it is imperative that the Executive Assistant be able to handle such challenging situations. The Executive Assistant will be motivated every day by Astellas Gene Therapies' dedication to bringing the potential of gene replacement therapy therapeutics, while trying to improve the lives of people with very rare and severe diseases.

Primary Responsibilities

  • Support the Commercial team initiatives, projects, and processes to support department infrastructure and cross-functional efficiency

  • Manage busy calendars including scheduling of internal and external meetings. Internal meetings will include Commercial Leadership Team meetings, 1 to 1 direct reports of the SVP & Head of Commercial, Astellas sub- team meetings etc.

  • Minute-taking of certain meetings

  • Support making travel arrangements (domestic & international) for the most senior members of the team

  • Arrange for participation in external meetings and conferences particularly meeting logistics for multiple internal and external participants

  • Processing and maintenance of expense accounts

  • Receive and prepare invoices and initiate purchase orders, contracts, and other key documents for departmental purposes

  • Support written communication (email, and PowerPoint presentation) as directed

  • Collaborate with the SVP & Head of Commercial to manage and streamline the review of multiple documents in a time appropriate manner

  • In conjunction with the Commercial Leadership Team, oversee logistical support of key meetings, with particular regard to

  • Scheduling, travel requests, special accommodations for all advisors

  • Primary logistics lead amongst internal decision makers and meeting planning vendor

  • Site set up in conjunction with vendor

  • Secondary support on content (copy editing, collation of documents )

  • Internal content preparation

  • Potential to travel to bi-yearly team off site meetings to support with preparation and smooth running of the event

General Administrative Support:

  • Prepares and reviews materials and correspondence for meetings; ensures Executives are prepared

  • Assist with creation/modification of presentations, spreadsheets, and other various documents

  • Send, receive, sort and distribute mail

  • Coordinate catering for on- and offsite meetings and events if applicable

  • Perform special projects on request or direct the execution of those projects

  • Ensure PO's are set up correctly and work with procurement to ensure vendors are paid

  • Interface with IT support services for department as required

Must Have

  • 8+ years of previous executive support experience, at least 4+ years supporting a VP-level executive in a highly collaborative and team driven environment

  • Highly organized with a strong attention to detail; strong project management and prioritization skills; courteous, professional, and discreet

  • Customer service focus and professional demeanor in all situations - many of the CMO external contacts involve multinational participants, careful political handling and in the case of patients and families - compassion and sensitivity

  • Outstanding flexibility, excellent interpersonal skills, history of working well with all levels of internal staff and outside parties, including vendors, contractors, and partners

  • Success working independently with limited supervision

  • Prior experience with highly confidential materials

  • Possess strong computer and Internet skills, including online document management experience and proficiency in Microsoft Office (Outlook, Excel, Word, & PowerPoint)

  • Proficiency with online document management systems (Box, )

  • Work history of creating solutions and results-oriented focus

  • Prior experience demonstrating self-directed, enthusiasm to thrive in a dynamic "start-up" environment

  • Models our Core Values: Be Bold, Care Deeply, #GetStuffDone -- is experienced as someone who exemplifies the culture we want to create; operates with transparency; is trusted.

  • Ability to travel up to 10% domestic and international

  • Models our Core Values: Be Bold: Find a Way, Care Deeply, Get Stuff Done -- is experienced as someone who exemplifies the culture we want to create; operates with transparency; is trusted

May Have/Preferred

  • Prior experience supporting a Chief Commercial Officer or other Executive level commercial team members

  • Experience working in life sciences companies with rare diseases, neuromuscular diseases and/or gene therapy products

  • Experience in a small company and high growth, fast-paced environment

#LI-LK

Category Administrative

Astellas is committed to equality of opportunity in all aspects of employment. EOE including Disability/Protected Veterans

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