Junior Business Operations Administrative Assistant
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.
Astellas’ Global Capability Centres – Overview
Astellas’ Global Capability Centres (GCCs) are strategically located sites that give Astellas the ability to access talent across various functions in the value chain and to co-locate core capabilities that are currently dispersed. Our three GCCs are located in India, Poland and Mexico.
The GCCs will enhance our operational efficiency, resilience and innovation potential, enabling a timely response to changing business demands.
Our GCCs are an integral part of Astellas, guided by our shared values and behaviours, and are critical enablers of the company’s strategic priorities, sustainable growth, and commitment to turn innovative science into VALUE for patients.
Location and Working Environment
This is a permanent role based in our Global Capability Centre in Warsaw, Poland and hybrid working with the expectation for some office presence. Flexibility may be required in line with business need. Candidates must be located within a commutable distance of the office.
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 & Scope
- The Business Operations Associate provides critical operational and administrative support to the GC & CECO Chief of Staff Office and divisional leaders, ensuring efficient execution of activities in alignment with compliance, quality, and organizational standards.
- The role strengthens daily operations through effective workflow management, task standardization, and responsive support to cross-functional teams. It contributes to operational excellence by driving consistency, enhancing agility, and enabling continual process improvement.
Role and Responsibilities
- Arranges and monitors payment of departmental invoices in a timely manner, using existing electronic submission and approval systems (P-Card, Concur, SAP, etc.).
- Review and approve invoices in Onit, ensuring accuracy and adherence to Legal and IP billing procedures, including proper entity identification, policy-aligned expenses, receipt verification, and exclusion of non-allowable charges.
- Coordinate and implement SharePoint sites, document management systems, and DocuSign workflows; coordinate supply ordering and related operational tasks.
- Support smooth and compliant day-to-day operations by managing administrative workflows and addressing issues promptly, which may include supporting expense reports, scheduling, travel arrangements, and coordinating.
- Provide dependable, customer-focused operational support to cross-functional teams, ensuring consistent alignment with SLAs and performance expectations.
- Partner with the GC & CECO Chief of Staff Office and leadership team to fulfill timely, accurate, and professional execution of operational activities.
- Participate in Legal Operations workflows, including end-to-end invoice monitoring, fees-for-service tracking, and consultancy management.
- Adhere to relevant operational policies, standards, and procedures across all administrative tasks.
- Contribute to process improvements and capability enhancements to strengthen overall business operations and outcomes.
Required Qualifications
- Administrative, operational, or business support experience in a corporate, global, or matrixed environment.
- Proficiency with Microsoft 365 tools and operational systems (e.g., SharePoint, DocuSign, document management tools).
- Ability to accurately review and process invoices in compliance with defined procedures.
- Strong organizational skills, attention to detail, and demonstrated capability to manage multiple priorities.
- Commitment to following compliance requirements and operational standards.
Preferred Qualifications
- Experience in invoice monitoring, auditing, or financial workflow review.
- Strong written and verbal communication skills and ability to interact effectively with cross-functional stakeholders.
- Experience working in fast-paced, multicultural environments.
- Demonstrated ability to identify process improvements and contribute to operational enhancement initiatives.
What awaits you at 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
- Impact
- Innovation
- Integrity
- One Astellas
- Accountability
- Courage
- Sense of Urgency
- Outcome Focus
Benefits
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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