Administrative Rhythm & Governance Senior Specialist, AIR

Purpose

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. 

Main Responsibilities

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 OpCom) 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.

Education

Bachelor’s degree. Certified Associate in Project Management (CAPM) or Project Management Professional (PMP) certifications preferred.   

Experience and Skills Required

• 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. 

Soft Skills

• 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. 

Languages

Fluent in English (oral and written communication). Fluent Italian is preferred. 

Location and Travel

Parma, with availability to travel 10% of the time