Brief Description
The Senior PA and Office Administrator provides 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 their activities, oversee their agenda, prioritize functions and appointments, coordinate meetings, travels and deadlines, arrange travel and accommodation requirements in connection with others and ensure arrangements with 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 gen