Legal Operations Administrator

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.

We are currently seeking a dynamic individual who will serve as administrative support to the Legal Department, responsible for performing legal administration activities, supporting process improvements, and identifying operational efficiency opportunities across the legal function. This role is essential in ensuring the department operates with optimal effectiveness, aligning with the broader goals of the organization.

Job Duties and Responsibilities

Process Improvement & Operational Efficiency

• Identify, design, and implement scalable legal processes and workflows to improve efficiency and reduce risk.
• Support all aspects of setting up and maintaining purchase orders.
• Support work orders and invoicing under intercompany and external vendor agreements.
• Obtain and submit accruals from external vendors in compliance with applicable laws. 
• Support Chief Legal Officer’s direct reports with meeting scheduling and expense reports.
• Review and distribute mail in compliance with company data retention schedule. 
• Manage Legal Teams channel and filing site in compliance with company data retention schedule, and to ensure consistent organizational structure and efficient access to information. 

Project & Vendor Management

• Support legal department projects and initiatives (e.g., system/process implementations, restructuring activities), including timelines, deliverables, and stakeholder communications.
• Retrieve contracts from and uploading contracts to ECMS (CLM).
• Oversee relationships with external counsel and legal vendors, including ensuring engagement letters are in place and on file, and POs in place.
• Monitor legal spend and support budgeting, forecasting, and cost-saving initiatives.

Compliance & Governance

• Support corporate governance activities, including board documentation, policy development, regulatory filings, and entity restructuring.
• Ensure legal operations align with pharmaceutical compliance standards and industry regulations.

Team Collaboration & Communication

• Act as a liaison between legal and other departments to ensure seamless legal service delivery.
• Support preparation of PowerPoint presentations.

Key Competencies

• Experience supporting legal teams in a regulated industry.
• Ability to manage multiple priorities in a fast-paced environment.
• Strategic thinker with a continuous improvement mindset.
• Comfortable working with senior leadership and cross-functional teams.

Education and Experience

• Bachelor’s degree required; paralegal certification preferred.
• 3-5 years of experience in legal administration with some operational experience
• Demonstrated experience in process improvement, project management, and cross-functional collaboration.
• Proficiency in legal tech platforms (e.g., CLM (ECMS/iCertis), e-billing, Oracle, SAP, Workday, PowerPoint, Word, Excel) preferred.
• Excellent organizational, analytical, and communication skills.

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.