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Astellas Pharma Senior Administrative Assistant in Westborough, Massachusetts

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 .

Astellas Institute of Regenerative Medicine (AIRM) is a wholly-owned subsidiary of Astellas Pharma Inc and focused on the development and commercialization of stem cell and regenerative medicine therapies. Astellas is an R&D-driven global pharmaceutical company whose philosophy is to contribute to the improvement of people's heath around the world through the provision of innovative and reliable pharmaceutical products.

AIRM has a world-class R&D team, and is pursuing a diverse range of disease indications, ranging from macular degeneration (currently in clinical trials) and other ocular indications to vascular and autoimmune disease. AIRM's intellectual property portfolio includes pluripotent stem cell platforms -- both embryonic and induced pluripotent stem cells as well as other cell-based therapy research programs. AIRM is headquartered in Massachusetts.

Astellas is announcing a Senior Administrative Assistant opportunity at their Astellas Institute of Regenerative Medicine (AIRM) site in Westborough, MA.


Under minimal supervision, the Sr. Administrative Assistant plays a vital role in supporting the Vice President, Affiliate Engagement and providing key logistical support to the Affiliate Engagement function. Since Affiliate Engagement is a new division within the recently reorganized Research division, the assistant's role offers a wide range of responsibilities with a unique opportunity to be an important and visible contributor to the success of Astellas. You will be motivated every day by the division's dedication to facilitating early stage research which is a cornerstone of the future of Astellas.

Essential Job Responsibilities:

Executive & Team Support:

  • Manage the calendar of Vice President, Affiliate Engagement, scheduling of internal and external meetings with other executives and colleagues across Astellas, supporting departmental meetings, managing agendas and actions as needed, and providing assistance in the scheduling of Core Team meetings.

  • Support making travel arrangements for Affiliate Engagement Team

  • Arrange for team members participation in external meetings and conferences

  • Processing and coordination of incoming accounts and maintenance of account records, such as Corporate Credit Card statements and prepare expense reports for VP and other team members as needed

  • Initiate purchase orders for departmental expenses and receive and process invoices to correct POs

  • Agenda creation, minute-taking of team meetings, as assigned

General Administrative Support:

  • Prepares and reviews materials and correspondence for internal and external meetings; ensures VP is prepared

  • Proactively set up audio and video conferencing as needed for VP and department members

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

  • Coordinate facilities and catering for group lunches, on- and offsite meetings and events

  • Perform special projects on request

  • Interface with IT support services for department as needed

  • Coordinate offsite events for department

Quantitative Dimensions:

  • Assistance with travel logistics to contain costs.

Organizational Context:

  • This role frequently works across the organization to improve overall office efficiency and ensure that events run smoothly.



  • Bachelor's Degree required or equivalent combination of education, training, and experience

  • 5-10 years of previous administrative/executive support experience, at least 4+ years supporting a VP-level executive in a fast-paced, highly collaborative and team driven environment

  • Motivated self-starter with an ability to anticipate the needs of the VP and senior team members

  • Highly organized with a strong attention to detail and solid accountability for quality work performance

  • Must be able to work independently with limited supervision

  • Customer service focus and professional demeanor in all situations

  • Flexibility, excellent interpersonal skills, and ability to work well with all levels of internal staff and outside parties, including vendors, contractors, and partners

  • Ability to maintain confidentiality related to all matters, and understands the sensitivity of daily work that occurs within Astellas

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

  • Proficient with online document management systems (Box, Sharepoint, etc.)

  • Bring a solutions and results-oriented focus


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


  • Medical, Dental and Vision Insurance

  • Generous Paid Time Off options, including Vacation and Sick time, plus national holidays including year-end shut down

  • 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 Administrative Assistance

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