Business Support Services Specialist

Business Support Services Specialist

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.

You'll be responsible for:

• Arranging 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.
• Assisting 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.
• Processing purchase orders, invoices, and check requests, routing completed documents to Finance department for assigned teams.
• Ensuring 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.
• Acting as a direct liaison between internal staff and external customers or vendors.
• Assisting with scheduling external and cross-functional internal meetings within multiple time zones for VP of Global Marketing and relevant leadership team members as needed.
• Attending meetings to transcribe meeting notes, format PowerPoint slides, edit letters and email announcements, route correspondence and collate information for analysis.
• Utilizing broad and comprehensive experience, skills, and knowledge in organizational policies, procedures, and practices.
• Interacting daily with high-profile individuals and handling highly confidential information.
• Booking domestic and international travel and supporting travel itineraries for leadership team as needed.
• Providing back-up and vacation coverage to other assistants and Business Support Services team in the business unit as needed.

You will need to have 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.

We would prefer for you to have 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. Hourly and salaried non-exempt employees will also be paid overtime pay when working qualifying overtime hours. Base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. If hired, the employee will be in an "at-will position" and the Company reserves the right to modify base pay (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

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, or any other basis protected by local, state or federal law.