Sr. Administrative Assistant, Global Rare Diseases

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."

 

Who we are looking for

Purpose

Provide full and diversified administrative support for Global Rare Disease Research & Development leadership team, their direct reports, and the Strategic Innovation team.

Main Responsibilities

• Maintain calendars, arrange small and extended meetings. Receives incoming calls, emails, and written correspondence.
• Act as a direct liaison between internal staff and external customers or vendors. Read, research and route correspondence; draft letters and documents; collect and analyze information; manage verbal, digital and written communications. 
• Assist with processing, review, and approvals of contracts to ensure timely turnaround.
• Process purchase order requests and invoices using SAP.  Track purchase order requests throughout the process.  
• Complete monthly open purchase order reports and provide budget tracking assistance.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Utilize broad and comprehensive experience, skills, and knowledge in organizational policies, procedures, and practices.
• Coordinate and manage small to large events within the functions, both domestic and international.
• Coordinate and manage project coordination and completion.
• Interact daily with key stakeholders and the handling of highly confidential information.
• Book domestic and international travel for executives. Coordination of complex travel itineraries. 
• Prepare and submit expense reports.
• Act as back-up for other Shared Service team members.
   

Experience Required

• 5+ years of experience in a life science industry (pharma, biotech) providing administrative support to multiple executives and team members. Previous experience working with Regulatory Affairs and Clinical Operations preferred. 
• Ability to anticipate needs, act independently and with a sense of urgency.
• A proactive approach to problem-solving with strong decision-making skills.
• Superior communication skills coupled with the ability to work in a fast-paced, changing