Business Support Services Specialist

Chiesi USA, Inc.; Boston (MA); On-site; USD 58,000 - 88,000; Full time

Job summary

Chiesi USA, Inc. is seeking a Business Support Services Specialist to provide operational and administrative support for the Global Medical Affairs team. This role involves scheduling meetings, managing contracts, and ensuring efficient operations. Candidates should have a Bachelor's degree and over three years of experience in the life sciences industry.

Qualifications

• 3+ years in life sciences providing administrative support.
• Experience in Medical Affairs and office operations preferred.
• Ability to act independently and with a sense of urgency.

Responsibilities

• Assist with scheduling meetings and providing executive support.
• Process purchase orders and assist with contracting.
• Interact with high-profile individuals and manage sensitive data.

Skills

Communication

Problem-solving

Time management

Attention to detail

Teamwork

Education

Bachelor’s degree

Tools

MS Office

SAP

Concur

Job description

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Chiesi USA

Chiesi USA is a specialty pharmaceutical company focused on developing and promoting products for the hospital, adjacent specialty and rare disease markets. We are a B Corp and Benefit company awarded Top Employer status for six consecutive years and certified as a Great Place to Work.

Chiesi USA

Chiesi USA is a specialty pharmaceutical company focused on developing and promoting products for the hospital, adjacent specialty and rare disease markets. We are a B Corp and Benefit company awarded Top Employer status for six consecutive years and certified as a Great Place to Work.

At Chiesi, we share an entrepreneurial spirit and act as a force for good, pursuing high social and environmental standards, to ensure the wellbeing of our people, patients, and communities. We offer a work environment where professionals have the opportunity to build a purposeful career focused on helping others while achieving a fulfilling work-life balance, meeting exciting challenges, and engaging in important and rewarding work.

Who We Are Looking For

Purpose

The Business Support Service Specialist will provide operational and administrative support to different GRD team and functions, will be dedicated and focused to support Head of Global Medical and Medical Affairs team for high-priority global medical initiatives, reporting directly to Head of Global Business Support services .This role focuses on executing operations , enhancing operational efficiency, interacting with Medical team and cross-functional collaboration to support Medical team to deliver in very strict timelines with efficiency and according to compliance rules and internal SOPs and procedures.

Main Responsibilities

• Assist with scheduling meetings for Medical Affairs Leadership Team and cross-functional internal meetings with colleagues in multiple time zones.
• Provide Executive Support to Head of Global Medical Affairs, calendar management, extense reports, travels booking
• Arrange in-house and off-site team meetings including scheduling of meeting rooms, fulfilling AV needs, securing hotel room blocks, ordering food & beverage when requested, and planning team building events/dinners.
• Assist for contracting process and purchasing of services and goods according to procurement SOPs and policies including monitoring approval process of contracts with KOLs and HCO and Transfer of value ensuring timely turnaround with legals and vendors, routing for review, approvals, procuring signatures via DocuSign, and uploading fully executed documents in contracting platform.
• Process purchase orders, invoices, and check requests, routing completed documents to Finance department for assigned teams.
• Ensure monthly costs accruals alignment together with Budget owners and Finance BP and accounting through standard internal budget trackers files and costs control made available by Finance
• Act as a direct liaison between internal staff and external customers or vendors.
• As requested, attend meetings to transcribe meeting notes, format PowerPoint slides, edit letters and email announcements, route correspondence and collate information for analysis.
• Utilize broad and comprehensive experience, skills, and knowledge in organizational policies, procedures, and practices.
• Interact daily with high-profile individuals and handle highly confidential information.
• Support contracting process to ensure timely turnaround by assisting with drafting, routing for review, approvals, procuring signatures via DocuSign, and uploading fully executed documents in contracting platform.
• Book domestic and international travel and support travel itineraries for leadership team as needed.
• Process purchase orders, invoices, and check requests, routing completed documents to Finance department for assigned teams.
• Prepare expense reports for leadership team and team charges on PCard.
• Provide back-up and vacation coverage to other assistants and Business support services team in the Business Unit as needed.
  
  
  

Experience Required

• 3+ years of experience in a life science industry (pharma, biotech) providing administrative support to multiple executives and team members. Previous experience working in Medical Affairs and office operations preferred.
• Ability to anticipate needs, act independently and with a sense of urgency.
• A proactive approach to problem-solving with strong decision-making skills.
• Superior communication skills coupled with the ability to work in a fast-paced, changing environment and multi-task effectively.
• High attention to detail and experience preparing and proofing correspondence and documents.
• Ability to prioritize tasks, manage and maintain a professional, friendly, and efficient operation at all times.
• Ability to handle highly sensitive data confidentially.
• Demonstrate a high degree of teamwork, flexibility.
• Experience with contract processing and management.
• Experience with budget management and purchase order processing.
• Solid experience with MS Office.
• Experience with SAP and Concur preferred.
  
  
  

Education

Bachelor’s degree and/or experience in relative field.

Chiesi USA is an equal opportunity employer committed to hiring a diverse work force at all levels of our business. All qualified applicants receive consideration for employment without regard to race, national origin, age, sex, religion, disability, marital status, veteran status, any other basis protected by local, state or federal law. This policy applies with regard to all aspects of one’s employment, including hiring, transfer, promotion, compensation, eligibility for benefits and termination.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Other

• Industries

  Pharmaceutical Manufacturing

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