Title:  Business Operations Administrative Assistant

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 behaviors, and are critical enablers of the company’s strategic priorities, sustainable growth, and commitment to turn innovative science into VALUE for 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 position is based in Mexico City (Santa Fe area) and will require on-site work in a hybrid set up.

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

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

Administrative & Operational Support

• 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.

Service Delivery & Stakeholder Support

• 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.

Process Management & Governance

• 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.

Continuous Improvement

• Recommend and implement opportunities to enhance operational efficiency, agility, and standardization.
• Contribute to process improvements and capability enhancements to strengthen overall business operations and outcomes

Essential Qualifications

• 3–5 years of 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

Benefits

Careers | Astellas

Why Astellas

• 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. 

Learn more at Astellas.com