Executive Assistant

About us

Based in Parma, Italy, Chiesi is an international research-focused pharmaceuticals and healthcare group with over 85 years’ experience, operating in 30 countries with more than 6,000 employees (Chiesi Group). To achieve its mission of improving people’s quality of life by acting responsibly towards society and the environment, the Group research, develops and markets innovative drugs in its three therapeutic areas: AIR (products and services that promote respiration, from new-born to adult populations), RARE (treatment for patients with rare and ultra-rare diseases) and CARE (products and services that support special care and consumer-facing self-care).
We are proud to be the largest global pharmaceutical group to be awarded B Corp Certification, a recognition of high social and environmental standards. We are a reliable company that adopts and promotes transparent ethical behavior at all levels. 
We are committed to embrace diversity, inclusion and equal opportunities. In fact, we are a global family made up of different cultures, different genders, generations, ethnicities, abilities, sexual identities and many other enriching diversities. 

Chiesi USA

Chiesi USA is a specialty pharmaceutical company focused on developing and promoting products for the hospital, adjacent specialty and rare disease markets. We are a B Corp™ and Benefit company awarded Top Employer status for six consecutive years and certified as a Great Place to Work. 
At Chiesi, we share an entrepreneurial spirit and act as a force for good, pursuing high social and environmental standards, to ensure the wellbeing of our people, patients, and communities. We offer a work environment where professionals have the opportunity to build a purposeful career focused on helping others while achieving a fulfilling work-life balance, meeting exciting challenges, and engaging in important and rewarding work.

What we offer

Chiesi offers competitive benefits, services, and programs that enrich the personal and professional lives of our employees.   Our shared values of passion, innovation, trust and integrity bring out the individual talents and diverse perspectives of each of our colleagues.  Our environment encourages each individual to reach his or her full potential and drive outstanding results. We celebrate that “Every one of us is different. Every one of us is Chiesi."

 

Purpose

This position is responsible for high level administrative support to members of the Executive Team and their departments in addition to general facilities support.  The ideal candidate will have strong verbal and written communication skills, a positive attitude, excellent organizational skills, and the ability to balance multiple priorities simultaneously.

Main Responsibilities

•    Provide full and diversified administration support.
•    Act as a direct liaison between the Company representatives and external customers.
•    Interact with high profile individuals appropriately and manage sensitive matters with a high level of confidentiality and discretion.
•    Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.
•    Be responsive to emails/texts/phone calls, with contact outside normal business hours on occasion.
•    Welcome guests by greeting them, in person or on the phone; answering or directing inquiries.
•    Represent the company and the executive team in a positive light through great follow-through skills and sound judgment.
•    Proactively maintain assigned executives’ calendars, ensuring that conflicts are quickly addressed in a manner consistent with each executive’s preferences.
•    Support coordination of small to large events.
•    Support ad hoc project coordination and completion as requested.
•    Book domestic and international travel for executives and manage the itineraries.
•    Maintain café spaces including cleaning the coffee machines, loading and unloading dishwashers and stocking supplies.
•    Manage various office vendor relationships.
•    Act as back-up to the Front Office Coordinator and other Admins as a member of the Admin Team.
•    Prepare assigned executives’ expense reports.
•    Complete purchase requisitions and service entry sheets in SAP.
•    Assist with contract review and approvals to ensure timely turnaround.
•    Code monthly invoices and route to Finance.
•    Complete check requests and RFP’s.
•    Complete monthly Open PO Reports.
Actively contribute to the sustainability goals to further the impact our patients, customers, employees, community and the planet by demonstrating a shared value mindset.

Experience Required

•    Relevant experience of 4+ y