Project Coordinator

JR Italy; Varese; Remoto; EUR 30.000 - 60.000; Tempo pieno

Descrizione del lavoro

An innovative firm is seeking a highly organized executive assistant to provide comprehensive administrative and project support. This role involves managing calendars, coordinating meetings, and supporting project initiatives, all while maintaining confidentiality and professionalism. Ideal candidates will thrive in a fast-paced environment, showcasing their multitasking abilities and attention to detail. With a focus on collaboration and operational excellence, this position offers the opportunity to contribute significantly to organizational success while navigating the complexities of the biotech industry. Join a dynamic team dedicated to making an impact in healthcare.

Competenze

• Experience in the biotech/pharmaceutical industry is highly preferred.
• Proven operational support experience in a matrix environment.

Mansioni

• Manage calendars, meetings, and travel arrangements.
• Coordinate group meetings and events, ensuring seamless execution.
• Support operations with departmental budgets and tracking.

Conoscenze

Fluent in English

Fluent in Italian

Microsoft Office Applications

Collaboration tools (Zoom, Teams)

Travel software (e.g., Concur)

Organizational skills

Problem-solving skills

Strumenti

Microsoft PowerPoint

Microsoft Excel

Microsoft Word

Descrizione del lavoro

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Role Overview

This is a 12-month contract role for a highly organized, proactive, and resourceful executive assistant & project support professional. The role provides high-level administrative and project support, requiring exceptional multitasking abilities, a keen attention to detail, and the ability to maintain confidentiality and professionalism.

The role is based remotely in Italy (ideally Milan) but will require regular business travel.

Responsibilities

Executive Support:

• Manage calendars, including scheduling meetings, appointments, and travel arrangements (domestic and international).
• Prepare and organise documents, presentations, and reports for internal and external meetings.
• Handle confidential and sensitive information with discretion.
• Act as the main point of contact between and internal/external stakeholders.
• Coordinate and prioritise incoming requests, ensuring timely responses and follow-ups.
• Manage expense reports, budget tracking, and invoice processing.
• Assist with organisational projects and initiatives as required.

Project Support:

• Commission projects with external consultants, raise PO’s, pay invoices, and support vendor and client engagement processes.
• Support operations with departmental budgets, including tracking of P&L.
• Assist leadership in tracking key operational metrics by organising and compiling data, and coordinating information retrieval.
• Follow-up on work streams and support teams.
• Identify and report process gaps and create new processes where needed.
• Be accountable for the delivery of agreed plans to time, budget, and quality, and provide updates on progress, risks, and opportunities.
• Identify, manage, and mitigate risk to delivery.

Administrative Support:

• Coordinate group meetings and events, including agenda management, selection and management of venues and vendors to ensure seamless execution of events and presentations.
• Arrange and provide support for internal meetings, including team meetings and training, as well as team building events.
• Partner with Finance to manage purchase orders and invoices.
• Work closely with Human Resources to coordinate and schedule onboarding introductory meetings and training.
• Develop and manage various team collaboration sites and files.
• Manage group/company access to subscriptions and licenses to various information repositories, periodicals, databases, and software.
• Provide additional support as needed, such as ordering supplies and materials.
• Manage traditional paper and/or electronic filing systems, bookkeeping, and accurately enter data where needed.
• Order regular office supplies and bring to the attention of the functional head any inadequacies.

Qualifications

Experience:

• Experience in the biotech/pharmaceutical industry is highly preferred.
• Proven experience in actively providing operational support to cross-functional teams in a matrix environment.

Skills:

• Language: Fluent in English and Italian, with strong written and verbal communication skills.
• Technical: High-level working knowledge of Microsoft Office Applications (PowerPoint, Excel, Word) and familiarity with collaboration tools (Zoom, Teams). Experience with travel software (e.g., Concur) is a plus.
• Organizational: Strong organizational and prioritization skills with exceptional time management and the ability to handle multiple priorities effectively.
• Personal: High integrity, discretion, and ability to treat confidential information appropriately. Proven collaborative team player and proactive self-starter. Ability to exercise good judgment, be forward-thinking, and remain solution-oriented. Ability to operate under tight deadlines in a multi-task role with changing priorities.
• Other: Good understanding of corporate structure, the drug development process and commercialization. Ability to follow procedure, identify and establish new processes, problem-solving skills, self-motivation, responsibility, dependability, ability to manage uncertainty, and the ability to work independently.

Attributes:

• Capable of performing in a highly complex healthcare space and demonstrating a strong team commitment.
• Must be a strong team player with the ability to work in a multicultural environment.
• Adaptable and able to thrive in a fast-paced and evolving business environment.

Menarini Stemline is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.