Job Details

This range is provided by Otsuka America, Inc.. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$80,000.00/yr - $100,000.00/yr

Additional compensation types

Annual Bonus

Direct message the job poster from Otsuka America, Inc.

Under the Compliance & Internal Audit leadership of Otsuka America, Inc. (OAI), the Senior Administrative Specialist is responsible for supporting the day-to-day operations and administration of the Compliance & Internal Audit teams. The Senior Administrative Specialist will work across both teams to support event planning, expensing, travel arrangement, committee management, special projects and among other things, regular reporting obligations.

Job Description

Responsibilities:

• Schedule and coordinate meetings, appointments, and travel arrangements for department leaders.
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
• Assist in the preparation of regularly scheduled reports, such as Quarterly Global Privacy Reports and other regularly scheduled reports.
• Manage expense reporting process for department leaders.
• Assist in planning, coordinating, and executing events from start to finish according to requirements, target audience, and objectives, such as Annual North America Compliance & Privacy Summit.
• Source and negotiate with vendors and suppliers for event services (e.g., hotel, AV, transportation, etc.).
• Manage event budget and ensure cost-effectiveness.
• Coordinate logistics including venue, catering, transportation, and accommodations.
• Schedule and assist in organizing committee meetings, including preparing agendas and distributing meeting materials.
• Assist in maintaining accurate records of meetings, including minutes and action items.
• Assist in monitoring progress on committee initiatives and ensure timely follow-up on assigned tasks.
• Maintain electronic filing systems and organization, such as assisting the Corporate Secretary with organization and storage of Board materials.
• Provide administrative support of Corporate Secretary duties, inclusive of preparing draft communication, minutes, support organized management of materials, etc.
• Provide support for special projects as assigned.
• Act as liaison between Department and key stakeholders (internal and external) to collect data for reports and regular updates with Department team.
• Other duties as assigned.

Work Location:

Qualifications/ Required

Knowledge/ Experience and Skills:

• Excellent organizational and time-management skills
• Strong written and verbal communication abilities
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Ability to multitask and prioritize tasks in a fast-paced environment
• High level of discretion and professionalism
• Prior experience supporting risk-related leadership teams (e.g., Compliance, Legal, Internal Audit, etc.)
• Prior experience supporting committee management
• Prior experience in planning, coordinating, and executing events
• Ability to drive results and meet deadlines
• Able to manage multiple priorities at the same time

Educational Qualifications:

• Bachelor's Degree in related field required
• 5 to 10 years' of administrative management, event planning, committee management, or experience in related field
• 1 – 3 years' experience support risk functions, such as Compliance, Legal, Internal Audit, preferred

Pay Range:

The starting base pay for this position in the San Francisco Bay area is as shown below. The actual base pay is dependent upon a variety of factors such as professional background, training, work experience, location, business needs and market demand. Therefore, in some circumstances, the actual salary could fall outside of this expected range. This pay range is subject to change and may be modified in the future. This position is also eligible for a discretionary annual bonus, paid time off, and a benefits package including but not limited to company-sponsored medical, dental, vision, basic life, accidental death & dismemberment, short-term and long-term disability insurance, behavioral health assistance, tuition reimbursement, and a generous 401(k) match.

$80,000/year - $100,000/year

Disclaimer:

This job description is intended to describe the general nature and level of the work being performed by the people assigned to this position. It is not intended to include every job duty and responsibility specific to the position. Otsuka America, Inc. reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

Otsuka America, Inc. is an equal opportunity employer. All qualified applicants are encouraged to apply and will be given consideration for employment without regard to race, color, sex, gender identity or gender expression, sexual orientation, age, disability, religion, national origin, veteran status, marital status, or any other legally protected characteristic.

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation, if you are unable or limited in your ability to apply to this job opening as a result of your disability. You can request reasonable accommodations by contacting ...@otsuka-america.com.

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

Paid maternity leave

Paid paternity leave

Tuition assistance

Disability insurance

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