Executive Assistant & Marketing Coordinator

COMPANY DESCRIPTION

Santen is a specialized pharmaceutical company focused exclusively on ophthalmology in global markets around the world with more than 3,500 employees and sales in approximately 60 countries. Santen Inc., located in Emeryville, CA, contributes important ophthalmic research and development efforts worldwide and is home to our regional business teams. This office currently employs about 140 people and will grow by 50%+ in the near future.

With the passionate support of our Japanese parent company and its 125-year heritage, Santen is pursuing intellectually-challenging and stimulating work to deliver game-changing therapies that make hope a reality for people facing vision impairment and loss.

We are driven by and committed to our mission: Delivering Vision, Every Day. Additionally, our Corporate Strategy Policy for FY18-FY20 has provided essential focus for new commercialization efforts that will be fueled through an unprecedented increase in marketing investment and talent acquisition across Marketing, Sales, and R&D teams.

We are in search of top talent to help us meet our aggressive and important goals.

PRIMARY PURPOSE OF POSITION

The Executive Assistant and Marketing Coordinator, Marketing & Sales, Canada provides comprehensive administrative and logistic support to the Senior Director, Marketing & Sales and serves as a liaison with the sales & marketing teams and other departments in the resolution of day-to-day administrative tasks. Additionally, the position supports the Marketing department in the areas of meeting and events planning, budget input, and congress and sponsorship support, as well as assisting other departments and divisions with their participation in internal and external meetings and conventions. The position requires an individual that is resourceful and can work autonomously, take initiative and demonstrate excellent follow through. The individual must be a team player and exhibit strong interpersonal skills and the ability to manage complex assignments. The incumbent must also be comfortable with multi-tasking and prioritization in a fast-paced environment with close attention to detail, accuracy and timeliness.

MAJOR DUTIES OF POSITION

• Arranges travel domestically and internationally which includes managing multiple time zones, airlines, visa and passport issues.
• Demonstrates experience completing expense reports; preparing itineraries.
• Maintains electronic calendars, works with manager, and other departments within Santen as well as external parties to determine priorities and resolves schedule conflicts.
• Handles logistics (room set up, catering if needed, agenda, handouts and AV/technology requirements, etc.) of internal meetings as well as offsite meetings.
• Prepares documents and materials for meetings, including spreadsheets and PowerPoint presentations.
• Creates purchase orders, routes invoices for signature, submits check requests and tracks payments, processes payments and coordinates signatures
• Working with the contracts team, submits and processes contracts for outside vendors and HCPs
• Obtains necessary documentation and signatures for the completion of consultant agreements and contracts.
• Handles confidential information including sensitive employee information with the appropriate discretion.
• Creates and updates training binders for department.
• Assists with basic on-boarding needs for contractors, consultants and new hires.
• Serves as a collaborative member of companywide administrative team.
• Provides administrative back up support as needed.
• Maintains department supplies.
• Serves as the interface between the internal departments and outside housing/travel agencies to
• Coordinates meeting and event logistics.
• Promotional materials management and logisticsImplements project plans and budgets to coordinate, food & beverage, room blocks, transportation, entertainment, audio visuals, signage and booth logistics for conventions, events and meetings.
• Provides on-site event management to ensure meeting arrangements are executed seamlessly
• Operates, coordinates and communicates the meeting and event calendars across global internal teams.
• Handles coordinating the Santen Pharmaceuticals convention booth logistics such as, booth design, booth placement, registration deadlines, printed materials/marketing collateral, premiums and signage.
• Administer and process grant requests for the Grant Committee
• Demonstrates expertise in negotiating hotel contracts (attrition, F&B minimums, room blocks management), VIP events, transportation, etc.
• Looks for opportunities to improve upon processes as they relate to meeting planning.
• Perform other duties as assigned.

KNOWLEDGE AND SKILL REQUIREMENTS

• BS/BA degree or equivalent experience in pharmaceutical industry biotech, or medical/healthcare company preferred.
• Five (5+) or more years' experience supporting executives with increasing responsibility and proven ability to manage more than one department and with minimal supervision.
• Experience in working with people from diverse cultures.
• Experience supporting people who travel quite often domestically and internationally.
• Ability to organize large quantities of detailed information.
• Ability to work independently with minimal instruction.
• Judgment and tact in handling sensitive matters.
• Ability to focus despite distractions and changing priorities.
• Ability to prioritize, coordinate and handle multiple projects to meet deadlines.
• Word processing skills in Microsoft Office.
• Excel Spreadsheet knowledge.
• Good working knowledge of office equipment and network environment.
• Excellent grammatical skills.
• Demonstrated communication skills, both oral and written.
• Excellent telephone demeanor and ability to speak comfortably with internal and external professionals at all levels of corporate organization.
• Ability to travel up to 25% (both domestically and internationally).

For more information about our company and the work experience, please visit www.santenusa.com