Executive Administrator, AIR

Chiesi USA

Based in Parma, Italy, Chiesi is an international research‑focused biopharmaceutical group with 90 years' experience, operating in 31 countries. More than 8,000 employees across the group are united by a singular purpose: promoting a healthier world for our people, patients, and the planet. This is what drives us as we research, develop, and market innovative drugs across our main therapeutic areas.

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At Chiesi we are thinking generations ahead, driving sustainable innovation with purpose. This fosters a culture of reliability, transparency, and ethical behaviour at every level. As a Benefit Corporation and a certified B Corp, we have embedded sustainability in our bylaws and continuously measure our impact.

Diversity, inclusion, and equal opportunity are at the heart of who we are. We believe our differences make us stronger. We are a vibrant ecosystem of passionate, talented individuals united by strong values, each bringing unique perspectives that help us to continuously challenge the status quo for the better.

We are seeking a highly experienced Executive Administrator with proven success supporting senior leaders in biotech or pharmaceuticals in a high‑growth phase. This role provides high‑impact administrative partnership to the VP & Business Unit Head of a fast‑growing Respiratory business unit, with secondary support across the commercial leadership team (Sales, Marketing, and Strategy/Operations).

The ideal candidate is proactive, agile, decisive, exceptionally organized, and trusted with confidential information. They excel in a dynamic environment, anticipate needs before they arise, and keep leaders operating at peak effectiveness through flawless execution of calendars, travel, communications, meetings, and department rhythms.

• Executive Leadership Support (Primary - VP & BU Head)
  • Own complex calendar management: prioritize, negotiate conflicts, protect focus time, and align scheduling with business priorities.
  • Coordinate domestic and occasional international travel end‑to‑end (air/hotel/ground, itineraries, contingencies, and rapid changes).
  • Prepare and polish executive‑ready materials: presentations, agendas, briefing packets, talking points, and internal communications.
  • Manage expenses, purchase orders, and vendor interactions in accordance with policy; maintain accurate records and timely submission.
  • Act as gatekeeper and connector: triage requests, route decisions, and ensure follow through on commitments.
• Commercial Leadership Team Support (Secondary)
  • Support VP of Sales with scheduling, travel, meeting prep, and coordination across East/West Directors and RBD leadership layers.
  • Support two Heads of Marketing with calendars, meeting coordination, vendor interactions, and cross‑functional project logistics.
  • Provide light support to the Head of Strategy & Operations (calendar coordination, document support, and selected meeting logistics).
  • Coordinate recurring cadences (leadership meetings, operating reviews, town halls) including agendas, minutes/action logs, and follow‑ups.
• Business Unit Operations & Administrative Excellence
  • Drive administrative process improvements (templates, standard operating rhythms, tracking logs, and meeting hygiene).
  • Serve as a central liaison between leadership and internal/external stakeholders; ensure high responsiveness and professionalism.
  • Maintain confidentiality of personnel, financial, strategic, and customer information; use sound judgment with sensitive materials.
  • Coordinate events (offsites, workshops, leadership visits) including venue/logistics, AV, catering, and attendee communications.

• 8+ years of progressive administrative support experience overall.
• 5+ years of senior administrative/ executive assistant experience in biotech, pharma, med‑device, or closely related regulated industry.
• Demonstrated success supporting senior executives (VP/SVP/BU Head) in fast‑paced commercial or cross‑functional environments.
• Advanced proficiency with Microsoft 365 (Outlook, PowerPoint, Word, Excel) and common collaboration tools (Teams, Zoom, SharePoint).
• Exceptional…