Senior Administrative Assistant Medical

ppBeOne 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. /ph3Company Overview /h3pBeOne 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. /ph3General Description /h3pThe 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. /ph3Main Tasks /h3ulliProvide general administrative support to medical depatment processing contracts with vendors, PRs/POs (including MSA and SoW documentation in collaboration with the required functions) /liliInitiating and managing contract approval flows in company contract management system /liliManage invoices’ upload into the systems (Ariba/SAP tool) including validation against quotations, payment processing in collaboration with Finance department /liliCreate efficient office procedures, filing systems, reports and record keeping methodologies as needed /liliContinuous and accurate tracking of expenses against assigned budget, including final reconciliations, monthly checks of open POs and accruals needed /liliCollaboration with the Finance department supporting it with monthly accounting controlling and reporting checks (open POs, accruals, cross-charges, expenses reconciliation) as needed /liliWork with leaders managing day-by-day team activities including planning and scheduling of business meetings, manage calendar, booking meeting rooms, conference calls /liliArrange recurrent and/or complex travel for senior leaders /liliSupport the team in scheduling, organizing, and tracking trainings and other meetings /liliSchedule candidate interviews/logistics, both directly and through the relevant search companies and support onboarding in collaboration with the hiring manager and HR /liliSupport as needed the medical team in project management for the organization of educational events, congress presence and implementation of national programs /liliManage from the operational perspective specific medical contracts (sponsored studies, IIT, compassionate use, grants) /li /ulh3Qualifications And Experience /h3ulliMinimum of 5 years’ experience in the role and within the pharmaceutical industry is a must /liliKnowledge of the various pharmaceutical types of contracts (ie sponsorship, donation and grant, service agreement, etc.) /liliPerfect knowledge of main contracts/requisitions/payments processing tools (Ariba, SAP, Icertis) /liliProven experience in monitoring, controlling of expenses and reporting capability /liliAny knowledge of and previous experience with budget, cost controlling and financial accounting processes and support requirements is a plus /liliAny experience in medical function is a must /liliExtensive experience in efficiently multi-tasking between business partners and priorities /liliUsed to work in a dynamic and fast-changing environment /liliExperience in handling highly critical and confidential matters with the highest level of discretion and tenacity /liliAbility to work independently in an ambiguous fast-paced environment with constantly changing priorities and deadlines /liliStrong organizational and communication skills, team-oriented philosophy, and problem-solving skills /liliDemonstrated ability to relate well with all levels of management and peers /liliHigh degree of initiative and teamwork in communicating with personnel within the office locally, in Europe and with the agencies/consultants the team works with /liliExercise creativity, initiative and understanding of the business objectives, independently managing systems and applications to prepare communications, budgets track, or other data displays /liliContribute to make the Italian affiliate climate more pleasant by fostering an environment of respect and harmony /liliDemonstrated project management skills with the ability to manage multiple projects simultaneously /liliA positive can-do attitude, curiosity and a good sense of humor is highly valued /li /ulh3Education Required /h3pRelevant degree or professional training in business administration