Legal Administrative Coordinator

Sumitomo Pharma Co., Ltd., is a global pharmaceutical company based in Japan with operations in the U.S. (Sumitomo Pharma America, Inc.), focused on addressing patient needs in oncology, urology, women's health, rare diseases, cell & gene therapies and CNS. With several marketed products and a diverse pipeline of early- to late-stage investigational assets, we aim to accelerate discovery, research, and development to bring novel therapies to patients sooner. For more information on SMPA, visit our website https://www.us.sumitomo-pharma.com or follow us on LinkedIn.

The Legal Administrative Coordinator at SMPA provides essential administrative support to leaders and teams. A Legal Administrative Coordinator is expected to contribute to the smooth execution of business operations through proactive coordination, organization, and follow-through. This role requires flexibility, strong judgment, and a collaborative mindset.

Job Duties and Responsibilities

• Administrative & Operational support

  • Provide comprehensive administrative support to assigned leader(s) and/or department(s)

  • Prepare, edit, and format documents, presentations, spreadsheets, and reports

  • Manage Legal Department vendors and contracts using contract life cycle management software

  • Triage incoming correspondence

  • Prepare, submit, and track expense reports on behalf of supported leader(s)

  • Create and submit purchase orders, requisitions, and invoices as required

  • Support coordination across teams and departments as business needs require

  • Contribute to shared administrative coverage when needed

  • Handle confidential and sensitive information with discretion and professionalism

  • Track action items, deadlines, and deliverables on behalf of supported leader(s)

• Calendar & Meeting Management

  • Maintain accurate calendars, contact lists, and meeting materials

  • Coordinate complex calendars as assigned

  • Schedule meetings across multiple stakeholders, locations, and time zones

  • Reserve meeting space and coordinate required technology or materials

  • Prepare agendas, circulate materials in advance, and distribute notes or action items as needed

• Travel and Event Planning

  • Coordinate domestic and international travel for supported leader(s), including flights, hotels, ground transportation, and itineraries

  • Proactively manage changes, cancellations, and travel disruptions

  • Plan and support internal meetings, offsites, trainings, and events, including:

    • Venue coordination

    • Catering

    • Supplies and materials

    • On-site or virtual logistics

  • Manage event timelines and ensure smooth execution

Key Core Competencies

• Ability to collaborate effectively with key stakeholders to support business operations, decision-making, and continuous improvement.

• Strong organizational and prioritization skills with sound judgement in managing competing demands.

• Clear, professional, and respectful communication with all levels of the organization

• High degree of accountability, attention to detail, and consistent follow through

• Adaptability to support evolving business needs, including tasks outside routine responsibilities

• Strong organizational awareness with the ability to connect information across teams and understand interdependencies

• Effective time and resource management

• Ability to quickly adjust priorities and pivot in response to changing business needs

• Strong project coordination skills with a demonstrated ability to execute successfully

Education and Experience

• Experience, education or equivalent to a two-year degree in business administration; bachelor’s degree preferred.

• Minimum 3-5  years of relevant experience; biotech or pharmaceutical industry experience strongly preferred.

• Demonstrated excellence in computer, database and word processing skills with special emphasis on calendaring, presentation, and spreadsheet capabilities as well as in arranging for purchase orders and following up on law firm invoicing maters

• Excellent composition, grammar, and business language skills

Other Requirements

• Ability to work across locations and time zones

• Must be able to travel domestically and internationally.

The base salary range for this role is $62,600 to $78,200. Base salary is part of our total rewards package which also includes the opportunity for merit-based salary increases, overtime, short incentive plan participation, eligibility for our 401(k) plan, medical, dental, vision, life and disability insurances and leaves provided in line with your work state.  Our robust time-off policy includes up to 120 hours of vacation per year, 11 paid holidays plus additional time off for a shut-down period during the last week of December, 80 hours of paid sick time upon hire and each year thereafter and access to our service recognition program.  Total compensation, including base salary to be offered, will depend on elements unique to each candidate, including candidate experience, skills, education and other factors permitted by law

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Confidential Data: All information (written, verbal, electronic, etc.) that an employee encounters is considered confidential.

Compliance: Achieve and maintain Compliance with all applicable regulatory, legal and operational rules and procedures, by ensuring that all plans and activities for and on behalf of Sumitomo Pharma America (SMPA) and affiliates are carried out with the "best" industry practices and the highest ethical standards.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Mental/Physical Requirements: Fast paced environment handling multiple demands. Must be able to exercise appropriate judgment as necessary. Requires a high level of initiative and independence. Excellent written and oral communication skills required. Requires ability to use a personal computer for extended periods of time.

Sumitomo Pharma America (SMPA) is an Equal Employment Opportunity (EEO) employer

Qualified applicants will receive consideration for employment without regard to race; color; creed; religion; national origin; age; ancestry; nationality; marital, domestic partnership or civil union status; sex, gender; affectional or sexual orientation; disability; veteran or military status or liability for military status; domestic violence victim status; atypical cellular or blood trait; genetic information (including the refusal to submit to genetic testing) or any other characteristic protected by law.