Executive Assistant Regulatory, Safatey and Quality

Alfasigma S.p.A.; Bologna; In loco; EUR 35.000 - 55.000; Tempo pieno

Descrizione del lavoro

A global healthcare company is seeking an Executive Assistant to support the Head of Regulatory, Safety, and Quality. This role involves managing complex calendars, preparing reports, and ensuring efficient communication within a highly regulated environment. The ideal candidate has proven experience supporting senior leadership, excellent organizational skills, and fluency in English. The position is critical for the smooth operation of the Regulatory functions, underscoring the importance of discretion and reliability.

Competenze

• Proven experience as an Executive Assistant or in a similar role, preferably in a regulated environment.
• Experience supporting senior leadership; exposure to pharmaceutical or healthcare is a plus.
• Full understanding of office management systems and administrative procedures.

Mansioni

• Act as the primary point of contact between the Head and stakeholders.
• Manage complex calendars and schedule meetings.
• Screen and prioritize communications, ensuring timely responses.
• Prepare and coordinate reports, presentations, and meeting materials.
• Support documentation management and maintain filing systems.
• Welcome and assist visitors and external partners.
• Monitor office supplies and support administrative needs.

Conoscenze

Excellent knowledge of MS Office

Strong planning

Organizational skills

Time-management skills

Fluency in English

Discretion and reliability

Strumenti

SAP

TNSJ

Descrizione del lavoro

Executive Assistant Regulatory, Safatey and Quality

Job Profile

The Executive Assistant to the Head of Regulatory, Safety & Quality enhances executive effectiveness by providing high-level administrative, organizational, and information management support.
The role is critical in ensuring smooth day-to-day operations of the Regulatory, Safety & Quality function, enabling effective communication, efficient planning, and timely execution of priorities in a highly regulated environment.

Main Responsibilities

Act as the primary point of contact between the Head of Regulatory, Safety & Quality and internal and external stakeholders.

Manage complex calendars, including scheduling meetings, governance committees, teleconferences, and international travel.

Screen, prioritize, and route incoming communications (calls, emails, correspondence), ensuring timely and appropriate responses.

Handle requests and queries with professionalism, discretion, and a strong sense of urgency.

Prepare, format, and coordinate reports, presentations, briefs, and meeting materials (e.g. leadership meetings, regulatory or quality forums).

Support documentation management by developing and maintaining efficient filing and archiving systems in compliance with internal procedures.

Welcome and assist visitors, auditors, and external partners, both in person and remotely.

Maintain strict confidentiality of sensitive regulatory, safety, quality, and business information.

Support project coordination by tracking actions, deadlines, and follow-ups as assigned by the executive.

Monitor office supplies and support day-to-day administrative needs of the function.

Contribute to team effectiveness by supporting additional administrative or organizational activities as required.

Qualifications

Proven experience as an Executive Assistant, Senior Executive Assistant, or in a similar administrative role, preferably within a regulated or complex corporate environment.

Experience supporting senior leadership is required; exposure to pharmaceutical, healthcare, or life sciences environments is a plus.

Full understanding of office management systems and administrative procedures.

Excellent knowledge of MS Office; familiarity with SAP and TNSJ is an advantage.

Fluency in English (written and spoken).

Strong planning, organizational, and time-management skills.

Ability to manage multiple priorities and work effectively under pressure.

Excellent verbal and written communication skills.

High level of discretion, reliability, and attention to detail.

Company

Alfasigma is a privately held global healthcare company founded over 75 years ago in Italy, where it remains headquartered today in Bologna and Milan. The Group operates in over 100 markets spanning Europe, North and South America, Asia, and Africa.

Over three years ago, we embarked on a transformative journey to become a truly global innovative healthcare company with a leading focus on Gastrointestinal (GI) health. We have experienced remarkable growth, nearly doubled our revenues, expanding geographically, and integrating several key acquisitions. We have also evolved our portfolio, expanded into rare and specialty segments, and strengthened our pipeline and people's capabilities.

But our journey is far from complete! In fact, this is just the beginning of a bold new chapter in Alfasigma's history. We are committed to advancing innovation and leveraging our deep expertise to provide better health and a better quality of life for patients and consumers worldwide and expand our reach across diverse markets.