Admin Coordinator & Assistant to GM

TN Italy; Milano; In loco; EUR 30.000 - 60.000; Tempo pieno

Descrizione del lavoro

An established industry player is seeking an Admin Coordinator & Assistant to the GM in Milan. This role involves providing essential administrative support to the General Manager and coordinating various projects. The ideal candidate will have over five years of experience in a similar role, excellent communication skills in both English and Italian, and a strong understanding of office procedures. Join a forward-thinking company committed to making a difference in healthcare, and help shape the future of the pharmaceutical industry while working in a dynamic and inclusive environment.

Competenze

• 5+ years of administrative experience in a GM's office.
• Excellent verbal and written skills in English and Italian.

Mansioni

• Provides administrative support to the GM and coordinates projects.
• Manages data collection and prepares reports and presentations.

Conoscenze

Verbal and written communication in English

Verbal and written communication in Italian

Interpersonal skills

Proofreading and editing skills

Understanding of administrative policies

Knowledge of the pharmaceutical industry

Formazione

High school diploma

Strumenti

Excel

PowerPoint

Oracle

SAP

Descrizione del lavoro

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Admin Coordinator & Assistant to GM, Milan

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Client:

Gilead Sciences

Location:

Job Category:

Other

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EU work permit required:

Yes

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Job Reference:

b5f6acf89a61

Job Views:

1

Posted:

29.04.2025

Expiry Date:

13.06.2025

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Job Description:

Job Description

At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer – working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.

Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact.

We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future, you are the key driver in evolving our culture and creating an environment where every employee feels included, developed and empowered to fulfil their aspirations. Join Gilead and help create possible, together.

Job Description

Admin Coordinator & Assistant to the GM

This position will work directly with the GM and close to the Italian Leadership Team, to coordinate key aspects of the day-to-day business, as well as specific projects for the whole affiliate.

Main Functions and Responsibilities

• Provides administrative and clerical support to the GM, including management for strategic projects
• Organize HQ visits to the affiliate, including transfers, banquets, and town hall meetings. Creates or may assist in the creation of presentation materials and drafts technical documents as needed.
• Gathers, collects, records, tracks and verifies relatively 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 in order to meet timelines. Uses software programs such as Excel and PowerPoint to create graphs, charts, spreadsheets, and presentations.
• Under GM’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 G&O's. Keeps the bigger picture in mind and influences workflows accordingly.
• Typically, spends a significant amount of time with financial work, i.e. coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances. Knowledge in Oracle or SAP and the affinity to numbers is beneficial
• May assist with facilities space planning or office set-up and supports the 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 which includes the planning, organizing and implementation of a number of event activities.
• Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations.

Capabilities & Requirements:

• Excellent verbal, written skills in English and Italian are a must.
• Excellent interpersonal skills are required.
• Requires knowledge and understanding of administrative and office policies and procedures.
• Good understand of the pharmaceutical industry 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 administrative experience in a GM’s office
• Experience in a pharma affiliate preferred but not mandatory

For jobs in the United States:

As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact for assistance.

For more information about equal employment opportunity protections, please view the ‘Know Your Rights’ poster.

NOTICE: EMPLOYEE POLYGRAPH PROTECTION ACT
YOUR RIGHTS UNDER THE FAMILY AND MEDICAL LEAVE ACT
PAY TRANSPARENCY NONDISCRIMINATION PROVISION

Our environment respects individual differences and recognizes each employee as an integral member of our company. Our workforce reflects these values and celebrates the individuals who make up our growing team.

Gilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.

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