Senior PA & Office Administrator

Brief Description

The Senior PA and Office Administrator Provide administrative, organizational and logistical support to the Head of Site Operation and to the Legal Representative & Employer.

Essential Functions/Responsibilities

• Support the Head of Site Operation and the Legal Representative & Employer in his activities, oversee his agenda, prioritize functions and appointments, coordinate meetings, travels and deadlines, arrange travel and accommodation requirements in connection with others and ensure arrangements in place, including expense notes.
• As part of the site Communication Core Team with overview on internal and external communication, support the company communication strategy and manage the communications, through the official communication channels and across digital in accordance with Jazz Corporate guidance.
• Orchestrate and promote company initiatives and institutional events.
• Translate from English to Italian and issue the Internal Manufacturing Newsletter.
• Management of the minutes of the Gentium Board of Directors (CDA).
• Support the Site Leadership Team with the meetings organization (agenda, invitations, reports issue), general administrative activities and events organization.
• Support the Site functions (Legal, Finance, HR) to keep the company book updated and ready for inspections.
• Support the Site functions (Legal, Finance, Manufacturing, Engineering & Maintenance, Supply Chain EHS&S, HR) for the logistic needs.
• As Procurement Coordinator assures that Jazz Rules/Policy are respected and take ownership of the legal approval process through Jazz Agree portal, coordinating with purchase office, business owners of each department and the legal team.
• Preparing correspondence, receiving visitors, arranging conferences, calls and scheduling meetings.
• Setting up accommodation, meetings, reserving hotel, ground transportation and conference room space for colleagues from other Jazz Sites and external guests.
• Manage facility and general services: canteen, meeting rooms, cleaning service, postage.
• Manage the reception teamwork, including training and activities.
• Manage the Car fleet for Gentium Mgmt team and pool company car.

• Embrace the Continuous Improvements mindset by leveraging the Operational Excellence Culture and Tools in the day-to-day activities.
• For her/his area of relevance/responsibility, monitor and ensure compliance with the GMP and Quality System.
• Follow Environmental, Health and Safety procedures in compliance with the principle of the company Policy; apply the relevant guidance and indications of the Integrated Management System.
• Attend education and training courses in the Integrated Management System, GMP Quality, Procedures, Instructions, manuals and Operational Protocols.
• Perform all work activities, in compliance with the safety directives, as required by Legislative Decree 81/08.

Required Knowledge, Skills, and Abilities

• Strong organizational skills and problem-solving attitude.
• Exceptional relationship-building and interpersonal skills and the ability to interact positively and effectively with stakeholders at all levels in the organization.
• Demonstrated trust skills for up to senior level managers.
• Experience working within a global organization across different cultures and time zones.
• Ability to deal with sensitive information (strategic, financial, HR) with integrity and with absolute trustworthiness.
• Demonstrated digital proficiency with a strong command of relevant tools, platforms, and technologies.
• Ability to work independently and be highly collaborative.
• Works well under pressure, meets deadlines, drives tasks to completion.
• Able to handle last‑minute changes.
• Strong diplomacy and emotional intelligence.
• Strategic thinking.
• Should possess excellent oral and written communication skills, professional writing (emails, reports, presentations), attention to detail, customer service orientation and management presence.
• English fluent, both oral and written.
• Proficient in MS Office Suite, Teams, Virtual meeting tools and collaboration platforms.
• Ability to quickly learn company systems.

Required/Preferred Education and Licenses

• Bachelor’s degree is preferred.
• Local language for supporting country required.
• Significant experience in a similar role is required.