Administrative Coordinator (Warsaw, PL, 02-092)

About Astellas

Astellas is a global life sciences company committed to turning innovative science into VALUE for patients. We provide transformative therapies in disease areas that include oncology, ophthalmology, urology, immunology and women's health. Through our research and development programs, we are pioneering new healthcare solutions for diseases with high unmet medical need.  Learn more at Astellas.com .

Are you driven to make a real difference in the lives of patients? 

We're seeking passionate individuals who thrive in dynamic environments, embrace new ideas, and aren't afraid to take intelligent risks. People who act with unwavering integrity and are deeply committed to making a tangible impact.

Working Environment and Location

This is a permanent role in Warsaw, Poland.

Astellas’ Responsible Flexibility Guidelines Statement- 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.

Purpose and Scope

As the Administrative Coordinator, you play a key role in ensuring the efficient and compliant execution of commercial activities across multiple brands. You provide operational, administrative, and financial coordination support to the Commercial organization, enabling Brand Managers and Business Managers to execute business plans effectively while maintaining adherence to company procedures and compliance standards. Working closely with cross-functional stakeholders, you help streamline processes, support business planning activities, and contribute to the smooth day-to-day operation of the Commercial function.

Role and Responsibilities

Provide operational support and ensure compliance with financial, administrative, and organizational procedures across the Commercial function.

Act as a subject matter expert for internal administrative processes and procedures, providing guidance and support to stakeholders while ensuring activities are executed according to established standards.

Coordinate, manage, and archive departmental documentation, including contracts, purchase orders, invoices, vendor agreements, and other financial records.

Support budget monitoring and expense tracking by preparing reports and collaborating with internal stakeholders to ensure financial accuracy and compliance.

Organize business travel, meetings, and events in accordance with company policies and compliance requirements.

Support Brand Managers and Business Managers with operational execution, activity tracking, and analysis to inform planning and continuous improvement initiatives.

Collaborate effectively with cross-functional teams including Medical Affairs, Regulatory Affairs, Finance, Compliance, and Sales to support commercial objectives.

Essential Qualifications

Experience in office administration, commercial operations, administrative support, or a related field.

Demonstrated ability to manage multiple priorities and work independently while maintaining a high level of accuracy and attention to detail.

Strong organizational and planning skills, with the ability to prioritize workload effectively in a dynamic environment.

Excellent communication and interpersonal skills, with the ability to build collaborative relationships across functions.

Strong customer-service orientation and commitment to delivering high-quality support to internal stakeholders.

Experience working within structured processes, policies, and compliance frameworks.

Communicative English.

Bachelor's degree in Business Administration, Management, Finance, Marketing, or equivalent.

Preferred Qualifications

Experience supporting commercial, marketing, or sales organizations within a multinational environment.

Familiarity with budget management, invoice processing, and financial reporting activities.

Experience coordinating vendors, contracts, and external service providers.

Exposure to cross-functional collaboration within highly regulated industries such as pharmaceuticals, healthcare, or life sciences.

Advanced proficiency in Microsoft Office applications and business administration tools.

Why Astellas

Global collaboration: Become part of a connected global business of like-minded life science leaders, all dedicated to improving patients' lives worldwide.

Real-world patient impact: Contribute to transformative therapies that reach patients around the world, knowing your work makes a difference every day.

Relentless Innovation: Join a company at the forefront of scientific breakthroughs, where you'll have the opportunity to shape the future of healthcare.

A Culture of Growth: Chart your own course within a supportive environment that values your contributions, champions your development, and empowers you to pursue your passions.

Our Organizational Values and Behaviors

Values: Integrity, Innovation and Impact sit at the heart of what we do.

Behaviors: We come together as ‘One Astellas’ , working with courage and a sense of urgency . We are outcome focused and consistently take accountability for our personal contribution.

Our Organisational Values and Behaviours

Integrity

Innovation

Impact

One Astellas

Accountability

Courage

Sense of Urgency

Outcome Focus

Skills and Capabilities

Organizational Focus

Benefits

Careers | Astellas

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Beware of recruitment scams impersonating Astellas recruiters or representatives. Authentic communication will only originate from an official Astellas LinkedIn profile or a verified company email address. If you encounter a fake profile or anything suspicious, report it promptly to LinkedIn's support team through LinkedIn Help.

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