Senior Administrative Assistant Medical

BeOne continues to grow at a rapid pace with challenging and exciting opportunities for experienced professionals. When considering candidates, we look for scientific and business professionals who are highly motivated, collaborative, and most importantly, share our passionate interest in fighting cancer.

Company Overview
BeOne Medicines continues to grow at a rapid pace with challenging and exciting opportunities for experienced professionals. When considering candidates, we look for scientific and business professionals who are highly motivated, collaborative, and most importantly, share our passionate interest in fighting cancer.

General Description
The Sr Administrative Assistant will be responsible for supporting Medical Affairs department activities in a proactive and efficient way, executing activities which include managing contracts and vendors in alignment with internal procedures and tools, tracking expenses and their alignment to the assigned budget, manage from the operational perspective specific medical contracts (sponsored studies, IIT, compassionate use, grants) scheduling internal meetings, travel coordination, processing incoming and outgoing email.

The role is open also to anyone who is registered on the lists of Italian law 68/99.

Main tasks

Provide general administrative support to medical depatment processing contracts with vendors, PRs/POs (including MSA and SoW documentation in collaboration with the required functions)

Initiating and managing contract approval flows in company contract management system

Manage invoices' upload into the systems (Ariba/SAP tool) including validation against quotations, payment processing in collaboration with Finance department

Create efficient office procedures, filing systems, reports and record keeping methodologies as needed

Continuous and accurate tracking of expenses against assigned budget, including final reconciliations, monthly checks of open POs and accruals needed

Collaboration with the Finance department supporting it with monthly accounting controlling and reporting checks (open POs, accruals, cross-charges, expenses reconciliation) as needed

Work with leaders managing day-by-day team activities including planning and scheduling of business meetings, manage calendar, booking meeting rooms, conference calls,

Arrange recurrent and/or complex travel for senior leaders

Support the team in scheduling, organizing, and tracking trainings and other meetings

Schedule candidate interviews/logistics, both directly and through the relevant search companies and support onboarding in collaboration with the hiring manager and HR

Support as needed the medical team in project management for the organization of educational events, congress presence and implementation of national programs

Manage from the operational perspective specific medical contracts (sponsored studies, IIT, compassionate use, grants)

Qualifications and Experience

Minimum of 5 years' experience in the role and within the pharmaceutical industry is a must

Knowledge of the various pharmaceutical types of contracts (ie sponsorship, donation and grant, service agreement, etc.)

Perfect knowledge of main contracts/requisitions/payments processing tools (Ariba, SAP, Icertis)

Proven experience in monitoring, controlling of expenses and reporting capability

Any knowledge of and previous experience with budget, cost controlling and financial accounting processes and support requirements is a plus

Any experience in medical function is a must

Extensive experience in efficiently multi-tasking between business partners and priorities

Used to work in a dynamic and fast-changing environment

Experience in handling highly critical and confidential matters with the highest level of discretion and tenacity

Ability to work independently in an ambiguous fast-paced environment with constantly changing priorities and deadlines

Strong organizational and communication skills, team-oriented philosophy, and problem-solving skills

Demonstrated ability to relate well with all levels of management and peers

High degree of initiative and teamwork in communicating with personnel within the office locally, in Europe and with the agencies/consultants the team works with

Exercise creativity, initiative and understanding of the business objectives, independently managing systems and applications to prepare communications, budgets track, or other data displays

Contribute to make the Italian affiliate climate more pleasant by fostering an environment of respect and harmony

Demonstrated project management skills with the ability to manage multiple projects simultaneously

A positive can-do attitude, curiosity and a good sense of humor is highly valued

Education Required
Relevant degree or professional tr