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Operations Specialist, US Commercial

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. Hybrid work from certain states may be permitted in accordance with Astellas’ Responsible Flexibility Guidelines. Candidates interested in hybrid work are encouraged to apply.

Purpose:

This position provides essential support to the Head of US Commercial and is responsible for managing or supporting cross-functional projects that align with the organization’s strategic goals. The role combines executive-level administrative excellence with robust project management capabilities to enhance efficiency, optimize workflows, and support key business initiatives.

The incumbent will play a pivotal role in managing communications and fostering collaboration among the US Commercial leadership team and the US Value Delivery leadership team. This position is integral to ensuring alignment and progress toward the organization’s objectives.

Essential Job Responsibilities:

Project Coordination

+ Assist with the planning, execution, and monitoring of projects.

+ Track project deliverables, support documentation, and prepare status updates.

+ Coordinate with internal departments and global teams to ensure alignment and efficiency.

+ Support financial tracking, including budgeting, invoicing, and reporting.

Administrative Support

+ Manage the Head of US Commercial’s calendar and handle domestic and international travel arrangements. Set up meetings and plan events in close collaboration with other colleagues. This includes managing complex schedules across multiple time zones. Anticipate needs and avoid conflicts.

+ Process expense reports and reconcile travel invoices.

+ Manage information flow in a timely and accurate manner.

+ Maintain rosters, distribution lists and vendor contact information.

+ Format information for internal and external communication – memos, emails, presentations, reports in collaboration with relevant functions.

+ Assist with budgets, process purchase orders and manage vendor contracts.

+ Maintain confidentiality while managing sensitive corporate and personnel information.

+ Organize and maintain filing systems, both digital and physical.

+ Act as a liaison between the Head of US Commercial, top management, and senior internal/external stakeholders globally.

Global Collaboration

+ Close collaboration with other colleagues to ensure efficient management of time.

+ Understand key priorities and manage schedule accordingly.

+ Share best practices, tools, and updates with global administrative peers to support a cohesive project management framework.

+ Coordinate time zone-friendly scheduling and follow-ups for multinational projects.

Meeting & Event Support

+ Schedule and support preparation for internal and external meetings, including global stakeholder engagements.

+ Take and distribute detailed meeting minutes and track follow-ups.

+ Organize logistics for team workshops, town halls, and leadership events.

Process & System Improvement

+ Recommend and implement improved processes for efficiency and collaboration.

Qualifications Required:

+ Bachelor’s Degree

+ Excellent written and verbal communication skills

+ Organizational and time management skills

+ Collaborative mindset

+ Ability to anticipate needs and take appropriate actions

+ High sense of ethics and compliance culture

Preferred:

+ Experience supporting a GM/President of a commercial business

+ Experience working with senior stakeholders

+ Broad knowledge of the Astellas organization

+ Broad knowledge of other internal functions (Research and Development, Medical Affairs, Commercial)

Working Environment:

+ At Astellas we recognize the importance of work/life balance, and we are proud to offer a hybrid working solution allowing time to connect with colleagues at the office with the flexibility to also work from home. We believe this will optimize the most productive work environment for all employees to succeed and deliver. Hybrid work from certain locations may be permitted in accordance with Astellas’ Responsible Flexibility Guidelines.

**Salary Range:** $83,300-$119,000 (NOTE: Final salary could be more or less, based on experience)

Benefits:

+ 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

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Category United States Commercial

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

EOE including Disability/Protected Veterans