Senior Administrative Assistant

Company Overview BeOne Medicines continues to grow at a rapid pace, offering challenging and exciting opportunities for experienced professionals. We look for scientific and business professionals who are highly motivated, collaborative, and most importantly, share our passion for fighting cancer. General Description The Senior Administrative Assistant supports departments in a proactive and efficient manner, managing contracts and vendors, tracking expenses, scheduling internal meetings, coordinating travel, and processing email. The role is also open to applicants registered on the lists of Italian law 68/99. Main Tasks Provide general administrative support, processing contracts with vendors, PRs/POs (including MSA and SoW documentation). Initiate and manage contract approval flows in the company contract management system. Upload invoices into systems (Ariba/SAP), validate against quotations, and collaborate with Finance on payment processing. Create efficient office procedures, filing systems, reports, and record‑keeping methodologies. Continuously track expenses against the assigned budget, reconcile monthly, and check open POs and accruals. Support Finance with monthly accounting controlling, reporting checks (open POs, accruals, cross‑charges, expense reconciliations). Assist leaders in day‑by‑day team activities: planning and scheduling meetings, managing calendars, booking rooms and calls. Arrange recurrent and/or complex travel for senior leaders. Schedule candidate interviews and partner with search companies; support onboarding with HR and hiring managers. Support the commercial team in project management for educational events, congress presence, and national program implementation. Qualifications and Experience 5+ years’ experience in a similar role within the pharmaceutical industry. Knowledge of various pharmaceutical contracts (sponsorship, donation, grant, service agreements). Excellent knowledge of contract and payments processing tools (Ariba, SAP, Icertis). Proven experience in monitoring, controlling expenses, and reporting. Experience with budget, cost controlling, and financial accounting processes is a plus. Highly efficient multitasking between business partners and priorities. Adaptability to a dynamic, fast‑changing environment. Handled highly critical and confidential matters with discretion. Excellent interpersonal, oral, and written communication skills. Ability to work independently in an ambiguous, fast‑paced setting. Strong organizational, communication, teamwork, and problem‑solving skills. Ability to relate well with all levels of management and peers. Initiative and teamwork in local and international collaboration. Creative initiative and understanding of business objectives; independent system and application management. Foster a respectful and harmonious Italian affiliate climate. Demonstrated project management skills managing multiple projects simultaneously. Positive can‑do attitude, curiosity, and good sense of humor – highly valued. Education Required Relevant degree or professional training in business administration. Supervisory Responsibilities No supervisory responsibilities. Computer Skills Standard computer skills (MS Office suite). Familiarity with contracts and PR/PO management tools (SAP, Ariba, Agiloft). Other Qualifications Fluent in English (written and spoken). Experience with financial collaboration and knowledge of accounting and budget cost‑controlling processes is a plus. Working Modality Milan, hybrid. Travel Approximately 10%. Global Competencies Fosters Teamwork Provides and Solicits Honest and Actionable Feedback Self‑Awareness Acts Inclusively Demonstrates Initiative Entrepreneurial Mindset Continuous Learning Embraces Change Results‑Oriented Analytical Thinking/Data Analysis Financial Excellence Communicates with Clarity Equal Opportunity Employer Statement We are proud to be an equal opportunity employer. BeOne does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status or any other basis covered by applicable law. All employment is decided on the basis of qualifications, merit, and business need. Referrals increase your chances of interviewing at BeOne Medicines by 2x. Get notified about new Senior Administrative Assistant jobs in Greater Milan Metropolitan Area . Seniority level Mid‑Senior level Employment type Full‑time Job function Administrative #J-18808-Ljbffr