Business Support Services Specialist

Who we are looking for 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 the 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. 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 with contracting process and purchasing of services and goods according to procurement SOPs and policies, including monitoring approval process of contracts with KOLs and HCOs, transfer of value, ensuring timely turnaround with legals and vendors, routing for review and approvals, procuring signatures via DocuSign, and uploading fully executed documents in the contracting platform. Process purchase orders, invoices, and check requests, routing completed documents to the Finance department for assigned teams. Ensure monthly cost accruals alignment together with budget owners and Finance BP and accounting through standard internal budget tracker files and cost control made available by Finance. Act as 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. Attend meetings as requested 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. Requirements Bachelor's degree and/or experience in a related 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. Preferred qualifications Previous experience working in Marketing and office operations. Experience with SAP and Concur. Location Hybrid position based in Boston, MA. Compensation The annual base pay for this position ranges from $82,880 to $103,600, varying by factors such as market location, job‑related knowledge, skills, and experience. Benefits We provide top‑class benefits, including comprehensive healthcare programs, work‑life balance initiatives, and robust relocation support. Our salary package is competitive, comprising a basic salary, performance bonuses, and benefits benchmarked against the external market. Additionally, we offer flexible working arrangements, remote work options, and tax assistance services for foreign colleagues, all designed to help you thrive. Equal Opportunity Chiesi USA is an equal opportunity employer committed to hiring a diverse workforce 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, or any other basis protected by local, state or federal law. This policy applies to all aspects of employment, including hiring, transfer, promotion, compensation, eligibility for benefits and termination. #J-18808-Ljbffr Chiesi