Business Support Services Specialist

Chiesi Group•Boston, MA

1d•Hybrid

About The Position

The Business Support Service Specialist will provide operational and administrative support to the Global and US Marketing teams for high-priority global initiatives, reporting directly to US Business Support Services Manager. This role focuses on executing and enhancing operational efficiency, interacting with Global and US Marketing teams and cross-functional collaboration to support Global and US Marketing teams to meet strict delivery timelines with efficiency, following compliance rules and internal SOPs and procedures.

Requirements

Bachelor’s degree and/or experience in relative field.
3+ years of experience in a life science industry (pharma, biotech) providing administrative support to multiple executives and team members.
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 professional, friendly, and efficient operations.
Ability to handle highly sensitive data confidentially.
Demonstrate a high degree of teamwork and flexibility.
Experience with contract processing and management.
Experience with budget management and purchase order processing.
Solid experience with MS Office.

Nice To Haves

Previous experience working in Marketing and office operations.
Experience with SAP and Concur.

Responsibilities

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 cost 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.
Assist with scheduling external and cross-functional internal meetings within multiple time zones for VP of Global Marketing and relevant leadership team members as needed.
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.
Book domestic and international travel and support travel itineraries for leadership team as needed.
Provide back-up and vacation coverage to other assistants and Business Support Services team in the business unit as needed.