Executive Assistant Regulatory, Safatey and Quality

Alfasigma S.p.A.; Roma; In loco; EUR 35.000 - 45.000; Tempo pieno

Descrizione del lavoro

A global healthcare company is seeking an Executive Assistant for the Regulatory, Safety, and Quality team. The role involves providing high-level administrative support, managing complex calendars, and acting as a liaison between the executive and stakeholders. Ideal candidates will have proven experience in executive assistance, strong organizational and communication skills, and fluency in English. The position fosters professional growth within a dynamic and innovative environment focused on healthcare enhancement.

Competenze

• Proven experience in a similar administrative role.
• Experience supporting senior leadership is required.
• Fluent in English, both written and spoken.

Mansioni

• Act as the primary point of contact for the Head of Regulatory, Safety & Quality.
• Manage complex calendars and scheduling.
• Screen and prioritize incoming communications.

Conoscenze

Executive Assistant experience

Fluency in English

MS Office proficiency

Organizational skills

Communication skills

Discretion and reliability

Formazione

Experience in a regulated environment

Exposure to healthcare or life sciences

Strumenti

SAP

Descrizione del lavoro

Executive Assistant Regulatory, Safety 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.