Admin Coordinator & Assistant to GM, Milan

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Admin Coordinator & Assistant to GM, Milan

Client: Gilead Sciences S.r.l.

Location: Milan

Job Category: Other

EU work permit required: Yes

Job Reference: fdee71dd9b0e

Job Views: 10

Posted: 20.02.2025

Expiry Date: 06.04.2025

Job Description:

Description

This position will work directly with the GM and close to the Italian Leadership Team, to coordinate key aspects of the day-to-day business, as well as specific projects for the whole affiliate.

Main Functions and Responsibilities

• Provides administrative and clerical support to the GM, including management for strategic projects.
• Organizes HQ visits to the affiliate, including transfers, banquets, and town hall meetings. Creates or may assist in the creation of presentation materials and drafts technical documents as needed.
• Gathers, collects, records, tracks and verifies relatively complex data and information from multiple sources.
• Manages admin/chef of staff responsibilities, prioritizes workload involving multiple large projects/timelines. Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance.
• Arranges for needed resources in order to meet timelines. Uses software programs such as Excel and PowerPoint to create graphs, charts, spreadsheets, and presentations.
• Under GM’s direction, creates draft reports, documents, presentations and templates using raw data.
• Understands the goals and objectives of the affiliate and contributes to the attainment of those G&O's. Keeps the bigger picture in mind and influences workflows accordingly.
• Typically, spends a significant amount of time with financial work, i.e. coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances. Knowledge in Oracle or SAP and the affinity to numbers is beneficial.
• May assist with facilities space planning or office set-up and supports the business continuity plans.
• Organizes the agenda of the General Manager and may screen and prioritize manager’s mail and email.
• Assists in the orientation of new administrative assistants and other staff.
• Responsible for coordinating large events which includes the planning, organizing and implementation of a number of event activities.
• Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations.

Capabilities & Requirements:

• Excellent verbal, written skills in English and Italian are a must.
• Excellent interpersonal skills are required.
• Requires knowledge and understanding of administrative and office policies and procedures.
• Good understanding of the pharmaceutical industry preferred.
• Must possess good proofreading and editing skills of technical documents.
• Advanced knowledge and experience using a number of office software.
• Works under minimal supervision. Receives occasional direction from manager to perform non-routine job responsibilities and duties.
• Preferably belonging to “categorie protette”.

Specific education and experience requirements:

• Requires a minimum of a high school diploma.
• 5+ years administrative experience in a GM’s office.
• Experience in a pharma affiliate preferred but not mandatory.

Equal Employment Opportunity (EEO)

It is the policy of Gilead Sciences, Inc. and its subsidiaries and affiliates (collectively "Gilead" or the "Company") to recruit select and employ the most qualified persons available for positions throughout the Company. Except if otherwise provided by applicable law, all employment actions relating to issues such as compensation, benefits, transfers, layoffs, returns from layoffs, company-sponsored training, education assistance, social and recreational programs are administered on a non-discriminatory basis (i.e. without regard to protected characteristics or prohibited grounds, which may include an individual’s gender, race, color, national origin, ancestry, religion, creed, physical or mental disability, marital status, sexual orientation, medical condition, veteran status, and age, unless such protection is prohibited by federal, state, municipal, provincial, local or other applicable laws). Gilead also prohibits discrimination based on any other characteristics protected by applicable laws.

For Current Gilead Employees and Contractors:

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