Senior Administrative Assistant Medical

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

When we exhibit our values of Patients First Collaborative Spirit Bold Ingenuity and Driving Excellence 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

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 Mediciness policies and practices for qualified women minorities protected veterans and individuals with disabilities. The narrative portions of BeOne Mediciness 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 for assistance.

Salary Range Italy: 36000 - 45000 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.