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Administrative Coordinator

1 mese fa

Milano, Lombardia, Italia Gilead Sciences S.r.l. A tempo pieno
Job Title: Admin Coordinator

Description

This role will work closely with the General Manager and the Italian Leadership Team to coordinate key aspects of the day-to-day business and specific projects for the affiliate.

Main Functions and Responsibilities
  • Provides administrative and clerical support to the General Manager, including management of strategic projects.
  • Organizes HQ visits to the affiliate, including transfers, banquets, and town hall meetings. Creates or assists in the creation of presentation materials and drafts technical documents as needed.
  • Gathers, collects, records, tracks, and verifies complex data and information from multiple sources.
  • Manages admin/chef of staff responsibilities, prioritizes workload involving multiple large projects/timelines. Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases, including interfacing with vendors, ensuring user training, etc., with minimal guidance.
  • Arranges for needed resources to meet timelines. Uses software programs such as Excel and PowerPoint to create graphs, charts, spreadsheets, and presentations.
  • Under the General Manager's direction, creates draft reports, documents, presentations, and templates using raw data.
  • Understands the goals and objectives of the affiliate and contributes to the attainment of those goals. Keeps the bigger picture in mind and influences workflows accordingly.
  • Typically spends a significant amount of time with financial work, including coordinating the preparation of the annual budget, reviewing monthly budget, reviewing and researching variances. Knowledge of Oracle or SAP and affinity to numbers is beneficial.
  • May assist with facilities space planning or office setup and supports business continuity plans.
  • Organizes the agenda of the General Manager and may screen and prioritize manager's mail and email.
  • Assists in the orientation of new administrative assistants and other staff.
  • Responsible for coordinating large events, including planning, organizing, and implementation of event activities.
  • Liaises with guests and speakers to assess needs and coordinates, as needed, activities such as travel, hotel, expense reports, and tools and materials for presentations.
Capabilities and Requirements
  • Excellent verbal and written skills in English and Italian are a must.
  • English level C1.
  • Excellent interpersonal skills are required.
  • Requires knowledge and understanding of administrative and office policies and procedures.
  • Good understanding of the pharmaceutical industry is preferred.
  • Must possess good proofreading and editing skills of technical documents.
  • Advanced knowledge and experience using a number of office software.
  • Works under minimal supervision. Receives occasional direction from manager to perform non-routine job responsibilities and duties.
  • Preferably belonging to "categorie protette".
Specific Education and Experience Requirements
  • Requires a minimum of a high school diploma.
  • 5+ years of administrative experience in a General Manager's office.
  • Experience in a pharma affiliate is preferred but not mandatory.