Executive Assistant & Office Manager - Temporary
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AI Summary
About us
Chiesi is an international research-focused biopharmaceutical group with 90 years’ experience, operating in more than 30 countries, with its Headquarter in Parma, Italy. More than 8,000 employees across the group are united by a singular purpose: promoting a healthier world for our people, patients, and the planet. This is what drives us as we research, develop, and market innovative drugs across our main therapeutic areas. Discover more here.
At Chiesi we are thinking generations ahead, driving sustainable innovation with purpose. This fosters a culture of reliability, transparency, and ethical behaviour at every level. As a Benefit Corporation and a certified B Corp, we have embedded sustainability in our bylaws and continuously measure our impact.
Diversity and inclusion are at the heart of who we are. We believe our differences make us stronger. We are a vibrant ecosystem of passionate, talented individuals united by strong values, each bringing unique perspectives that help us to continuously challenge the status quo for the better.
Global Technical Operations & Supply
Global Technical Operations & Supply (Global TechOp&S) is Chiesi’s global manufacturing and supply area, responsible for ensuring consistent, outstanding quality, service and value across our end‑to‑end supply chain. Global TechOp&S oversees the entire lifecycle of the drug: from process optimization and industrialization, to manufacturing, engineering, quality oversight, and supply chain management. Throughout this journey, Operational Excellence drives continuous improvement. This end‑to‑end model is powered by our four manufacturing sites - Parma (IT), Blois (FR), Santana de Parnaíba (BR), and Nerviano (IT) - together with our Virtual Plant network of external partners.
This is what you will do
Provide high-level administrative, organizational and operational support to the Senior Vice President, Manufacturing & Engineering and the Global Engineering Leadership Team.
The role is responsible for ensuring efficient day-to-day operations, supporting governance activities, coordinating administrative processes, monitoring cost centers and headcount data, and facilitating communication across internal and external stakeholders.
You will be responsible for
Executive Support
- Manage the calendar of the Senior Vice President, Manufacturing & Engineering, ensuring effective prioritization of meetings and activities.
- Coordinate internal and external meetings, workshops, leadership events and business reviews.
- Prepare agendas, presentations, meeting materials and pre-read documentation.
- Track actions and follow-up activities arising from leadership meetings.
- Support the Senior Vice President and Leadership Team in managing communications and organizational activities.
Office Management & Administration
- Organize business travel, accommodation and related logistics.
- Manage travel expense reports and related documentation.
- Support document management and filing activities.
- Coordinate team meetings, workshops and events.
SAP & Procurement Support
- Create and manage Purchase Requisitions (PR) within SAP.
- Coordinate Service Entry Sheets (SES), purchase orders and invoice-related activities.
- Liaise with Procurement, Finance and suppliers to ensure timely processing of requests.
- Monitor open purchase requests and ensure proper follow-up.
- Support contract and supplier administration activities when required.
Budget & Cost Control Support
- Support monitoring and reporting of the Global Manufacturing & Engineering Opex budget.
- Maintain and update budget tracking files and cost center reports.
- Prepare regular reports and analyses to support management decision-making.
- Monitor expenditures and identify variances against budget.
- Coordinate with Industrial Controlling and Finance on cost center-related activities.
Governance & Cross-Functional Coordination
- Support governance processes within Global Manufacturing & Engineering.
- Ensure proper coordination between Global Manufacturing & Engineering and TechOp&S governance routines.
- Support transversal projects and initiatives across different functions and sites.
- Ensure timely collection, consolidation and distribution of information required by leadership.
Reporting & Data Analysis
- Prepare reports, dashboards and presentations using Excel and PowerPoint.
- Analyze and consolidate data from different sources.
- Maintain tracking tools and databases.
- Support management reporting activities and preparation of executive presentations.
You will need to have
- At least 6 months of experience in Executive Assistant, Office Manager, Administrative Coordinator or similar roles.
- Fluent Italian and English
- Ability to manage multiple priorities in a dynamic international environment.
- Strong organizational skills
- Stakeholder Management & Communication
- Problem Solving, Proactivity & Attention to Detail
- Confidentiality, Professionalism & Independent Working
We would prefer for you to have
- Knowledge of SAP
- Knowledge Excel and PowerPoint
- Proven experience supporting senior leaders in an international environment.
- Experience managing complex calendars, meetings and business priorities.
- Experience with procurement and administrative processes.
- Experience in cost centers tracking and reporting activities
Location
Flexible
Compensation Range
The minimum salary for this role is €39.000, aligned to our established salary framework. The final offer will reflect the candidate’s skills, experience, qualifications and internal equity considerations.
In addition, we offer a comprehensive benefits package including pension, private medical insurance, wellbeing programme, flexible benefits programme…
What we offer
No matter where your path starts at Chiesi, it leads to inspiring possibilities. Your future is our focus, and we are committed to nurturing your development in our dynamic, friendly environment with access to resources and training every step of the way.
We provide top-class benefits, including comprehensive healthcare programs, work-life balance initiatives, and robust relocation support. Our salary package is competitive, comprising a basic salary, performance bonuses, and benefits benchmarked against the external market. Additionally, we offer flexible working arrangements, remote work options, and tax assistance services for foreign colleagues, all designed to help you thrive.
Chiesi is an equal opportunity employer committed to hiring a diverse workforce at all levels of our business. All qualified applicants receive consideration for employment based on attitude and merit, without regard to race, national origin, age, sex, religion, disability, sexual orientation, marital status, military status, gender identity or expression, or any other basis protected by applicable laws. This policy applies to all aspects of employment, including hiring, transfer, promotion, compensation, eligibility for benefits, and termination.
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