Senior Administrative Assistant Medical

BeOne Medicines; Milano; Ibrido; EUR 36.000 - 45.000; Tempo pieno

Descrizione del lavoro

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.

Competenze

• 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.

Mansioni

• 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).

Conoscenze

Contract management

Budgeting & cost control

MS Office

Communication

Multitasking

Formazione

Relevant degree in business administration

Strumenti

Ariba

SAP

Icertis

Descrizione del lavoro

BeOne continues to grow at a rapid pace with challenging and exciting opportunities for experienced professionals. When considering candidates, we look for scientific and business professionals who are highly motivated, collaborative, and most importantly, share our passionate interest in fighting cancer.

Company Overview

BeOne Medicines continues to grow at a rapid pace with challenging and exciting opportunities for experienced professionals. When considering candidates, we look for scientific and business professionals who are highly motivated, collaborative, and most importantly, share our passionate interest in fighting cancer.

General Description

The Sr Administrative Assistant will be responsible for supporting Medical Affairs department activities in a proactive and efficient way, executing activities which include managing contracts and vendors in alignment with internal procedures and tools, tracking expenses and their alignment to the assigned budget, manage from the operational perspective specific medical contracts (sponsored studies, IIT, compassionate use, grants) scheduling internal meetings, travel coordination, processing incoming and outgoing email. The role is open also to anyone who is registered on the lists of Italian law 68/99.

Main Tasks

• Provide general administrative support to medical depatment processing contracts with vendors, PRs/POs (including MSA and SoW documentation in collaboration with the required functions)
• Initiating and managing contract approval flows in company contract management system
• Manage invoices’ upload into the systems (Ariba/SAP tool) including validation against quotations, payment processing in collaboration with Finance department
• Create efficient office procedures, filing systems, reports and record keeping methodologies as needed
• Continuous and accurate tracking of expenses against assigned budget, including final reconciliations, monthly checks of open POs and accruals needed
• Collaboration with the Finance department supporting it with monthly accounting controlling and reporting checks (open POs, accruals, cross-charges, expenses reconciliation) as needed
• Work with leaders managing day-by-day team activities including planning and scheduling of business meetings, manage calendar, booking meeting rooms, conference calls
• Arrange recurrent and/or complex travel for senior leaders
• Support the team in scheduling, organizing, and tracking trainings and other meetings
• Schedule candidate interviews/logistics, both directly and through the relevant search companies and support onboarding in collaboration with the hiring manager and HR
• Support as needed the medical team in project management for the organization of educational events, congress presence and implementation of national programs
• Manage from the operational perspective specific medical contracts (sponsored studies, IIT, compassionate use, grants)

Qualifications And Experience

• Minimum of 5 years’ experience in the role and within the pharmaceutical industry is a must
• Knowledge of the various pharmaceutical types of contracts (ie sponsorship, donation and grant, service agreement, etc.)
• Perfect knowledge of main contracts/requisitions/payments processing tools (Ariba, SAP, Icertis)
• Proven experience in monitoring, controlling of expenses and reporting capability
• Any knowledge of and previous experience with budget, cost controlling and financial accounting processes and support requirements is a plus
• Any experience in medical function is a must
• Extensive experience in efficiently multi-tasking between business partners and priorities
• Used to work in a dynamic and fast-changing environment
• Experience in handling highly critical and confidential matters with the highest level of discretion and tenacity
• Ability to work independently in an ambiguous fast-paced environment with constantly changing priorities and deadlines
• Strong organizational and communication skills, team-oriented philosophy, and problem-solving skills
• Demonstrated ability to relate well with all levels of management and peers
• High degree of initiative and teamwork in communicating with personnel within the office locally, in Europe and with the agencies/consultants the team works with
• Exercise creativity, initiative and understanding of the business objectives, independently managing systems and applications to prepare communications, budgets track, or other data displays
• Contribute to make the Italian affiliate climate more pleasant by fostering an environment of respect and harmony
• Demonstrated project management skills with the ability to manage multiple projects simultaneously
• A positive can-do attitude, curiosity and a good sense of humor is highly valued

Education Required

Relevant degree or professional training in business administration.

Supervisory Responsibilities

No

Computer Skills

standard computer skills required (MS Office suite), familiarity with contracts and PR/PO management tools (SAP, Ariba, Agiloft)

Other Qualifications

Fluent in English, written and spoken; any experience of financial collaboration and knowledge of accounting and budget cost controlling processes is a plus

Office

Milan (hybrid – agile working)

Travel

Approximately 10% of time

BeOne Global Competencies

• Fosters Teamwork
• Provides and Solicits Honest and Actionable Feedback
• Self-Awareness
• Acts Inclusively
• Demonstrates Initiative
• Entrepreneurial Mindset
• Continuous Learning
• Embraces Change
• Results-Oriented
• Analytical Thinking/Data Analysis
• Financial Excellence
• Communicates with Clarity

BeOne Medicines Is an Equal Opportunity Employer

BeOne Medicines is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristics protected by law. As a federal contractor, BeOne Medicines has established affirmative action programs to ensure non-discrimination and affirmative action in BeOne Medicines’s policies and practices for qualified women, minorities, protected veterans, and individuals with disabilities. The narrative portions of BeOne Medicines’s affirmative action plans for individuals with disabilities and veterans are available for inspection at our offices during normal business hours. Employees and applicants interested in inspecting these plans should contact our Human Resources department by email at [e-mail] for assistance.

Salary Range Italy: 36,000 - 45,000 EUR

Global Competencies

When we exhibit our values of Patients First, Driving Excellence, Bold Ingenuity, and Collaborative Spirit, through our twelve global competencies below, we help get more affordable medicines to more patients around the world.

• Fosters Teamwork
• Provides and Solicits Honest and Actionable Feedback
• Self-Awareness
• Acts Inclusively
• Demonstrates Initiative
• Entrepreneurial Mindset
• Continuous Learning
• Embraces Change
• Results-Oriented
• Analytical Thinking/Data Analysis
• Financial Excellence
• Communicates with Clarity

We are proud to be an equal opportunity employer. BeOne does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.