Administrative Rhythm & Governance Senior Specialist, AIR

Contract Type: Permanent

About us

Based in Parma, Italy, Chiesi is an international research-focused pharmaceutical and healthcare group with over 85 years’ experience, operating in 31 countries with more than 7,000 employees (Chiesi Group). To achieve its mission of improving people’s quality of life by acting responsibly towards society and the environment, the Group researches, develops and markets innovative drugs in its main therapeutic areas: Discover more here

We believe that the success of Chiesi is built and shaped by our people and our strong set of shared Values and Behaviors. Our people make a critical difference to our success, which is why it is vital that we attract and retain the right talent who will continue to enrich our culture by living and breathing our values and behaviors.

We are committed to embrace diversity, inclusion and equal opportunities. In fact, we are a global family made up of different cultures, different genders, generations, ethnicities, abilities, sexual identities and many other enriching diversities.

Air and Care Franchise

Within the three Business Units (Discover more here), Air and Care Franchises are responsible for the development and implementation of the Therapeutic Area Strategies. Each Franchise is organized by stage of development with fully empowered and enhanced teams of: Pipeline Development Team - focused on delivering innovation and programs leadership accountabilities in close collaboration with R&D, Commercial Portfolio Management Team - focused on maximizing the benefit for the patients and the full potential of marketed / close-to-launch assets, including Life Cycle Management strategies.

The Administrative Rhythm & Governance Senior Specialist is responsible for the operational execution of the Franchise’s timing and flow of processes across the global teams, managing the structured scheduling and workflows that enable effective planning and execution of patient centric strategic efforts within the franchise.

The primary responsibility of the role is the execution of AIR Franchise’s rhythm and governance (70% of overall responsibilities):

• Ensure the main governing bodies for the strategy (AIR Franchise Leadership Team), and operational excellence (AIR Op Com) run efficiently.
• Manage yearly operational schedules and regular cycles of meetings for the franchise.
• Maintain a consistent operational pace while adapting to changing circumstances, enhancing overall efficiency and effectiveness in achieving franchise’s strategic objectives.

Responsible for the following specific tasks:

• Yearly Calendar, Meeting Cadence & Agenda Coordination: Maintain and regularly update the yearly calendar that outlines all key processes, milestones, and deadlines for the franchise. Gather, prioritize, and compile key topics for the agenda of regularly scheduled AIR Leadership and Operations teams’ discussions.
• Performance Management: Implement frameworks to track KPIs, engagement surveys, and feedback mechanisms.
• Documentation: Create handouts and executive summaries, as needed
• Communication: Facilitate open dialogue among teams to ensure clarity, engagement, and proper follow up on business decisions.
• Continuous Improvement: Regularly assess and refine processes based on data and team feedback to enhance performance and adaptability.

The role also covers general administrative duties for the Strategy & Operations Unit (30% of overall responsibilities):

• Contract Management: Oversee the preparation, review, and maintenance of contracts to ensure compliance.
• Budget Support: Assist in the development and monitoring of budgets, including tracking expenditures.
• Travel Coordination & Expense Reporting: Support team as needed, in travel arrangements and expense reports, ensuring accuracy and compliance with organizational guidelines.

• At least 3 years of experience in the pharma industry, in areas of executive administration or project management.
• Strong organizational and project management skills to manage multiple priorities, deadlines, and tasks simultaneously.
• Ability to effectively organize meetings, including coordinating agendas and ensuring action items are captured.
• Strong verbal and written communication skills to convey information clearly and concisely to stakeholders at all levels.
• Aptitude for analyzing processes, identifying areas for enhancement, and implementing changes to boost efficiency.
• Flexibility to adjust rhythm and governance frameworks as the organization evolves and faces new challenges.
• Ability to prepare and maintain accurate documentation records.
• Familiarity with office productivity software, collaboration tools, and other technologies to streamline administrative processes. Experience with project management, calendar tools and SAP.

• Strong collaboration and cross-functional skills. Cooperative, empathic, approachable, and responsive to internal and external stakeholders, including affiliates, to ensure expectations are clearly defined and achieved.
• Proactive, problem solver, creative thinker.
• Sense of urgency to act promptly and with intention to make things happen efficiently and effectively.
• Able to influence and build strong partnerships with colleagues. Potential for progressively greater capacity to take a systemic perspective, anticipate scenarios and connect the dots internally within the franchise, and with external stakeholders.
• Comfortable with change. Able to thrive in areas of ambiguity and to influence change.

In Chiesi we firmly believe that our people are our most valuable asset, that is why we invest in continuous training, learning and development. Therefore, we strive to continuously promote and satisfy development needs, paying particular attention to the quality of our working environment and to collective well-being.

We want our people to come to work happy every day, and we know how important it is to find the right work-life balance in order to be able to give our best. That is why we offer flexible working approach, remote working, support in the relocation process, tax assistance service for foreign colleagues and many other people-care services.