Medical Affairs Admin Lead (Hybrid Milan)

BeOne Medicines; Milano; Hybrid; EUR 36,000 - 45,000; Full time

Job summary

BeOne Medicines, Milan, is seeking an Sr Administrative Assistant to support the Medical Affairs team with contract management, budgeting, and travel coordination. The role requires at least 5 years in pharma administration and fluency in English.

The job is based in Milan with hybrid/agile working arrangements. You will manage invoices, assist with onboarding and interview logistics, and coordinate cross-functional activities with Finance, HR, and senior leaders.

Qualifications

• Minimum 5 years’ experience in the pharma admin role.
• Knowledge of contracts (sponsorship, donation, grant, service agreement).
• Proficiency with Ariba, SAP and Icertis.
• Experience with budgeting and financial accounting processes.
• Fluent in English, written and spoken.

Responsibilities

• Provide admin support to medical department contracts with vendors and PRs/POs.
• Manage contract approvals in the contract management system.
• Upload invoices in Ariba/SAP and validate against quotations.
• Create office procedures, filing, reports and record keeping methods.
• Track expenses against the assigned budget and perform reconciliations.
• Support Finance with monthly accounting controls and reporting checks.
• Coordinate calendars and arrange travel for senior leaders.
• Schedule interviews and assist onboarding with HR.
• Support medical team in project management for events and national programs.
• Manage medical contracts (sponsored studies, IIT, compassionate use, grants).

Skills

Contract management

Budgeting & cost control

MS Office

Communication

Multitasking

Education

Relevant degree in business administration

Tools

Ariba

SAP

Icertis

Job description

BeOne Medicines, Milan, is seeking an Sr Administrative Assistant to support the Medical Affairs team with contract management, budgeting, and travel coordination. The role requires at least 5 years in pharma administration and fluency in English.

The job is based in Milan with hybrid/agile working arrangements. You will manage invoices, assist with onboarding and interview logistics, and coordinate cross-functional activities with Finance, HR, and senior leaders.