Executive Administrator, AIR - Cary - Chiesi USA

Description

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. Discover more here. )

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.

Who we are looking for

This is what you will do

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.

You'll be responsible for:

• 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.

You will need to have

• 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 written and verbal communication; strong attention to detail and executive-level polish.
• High integrity and discretion; trusted with confidential information and sensitive communications.
• Proven ability to manage multiple priorities, ambiguity, and frequent changes while maintaining calm and service orientation.

We would prefer for you to have

• Experience supporting commercial leaders (Sales and Marketing) and understanding of field-based sales organizations.
• Comfort partnering with cross-functional teams (Commercial Ops, Medical, Market Access, Legal/Compliance).
• Experience building meeting cadences, action logs, and light project management for senior leadership teams.
• Bachelor's degree or equivalent experience.

Location

Onsite role based in Cary, NC office. #LI-Onsite

What we offer

No matter where your path starts at Chiesi, it leads to inspiring possibilities. Your future is our focus, and we are committed to nurturing your development in our dynamic, friendly environment with access to resources and training every step of the way.

We provide top-class benefits, including comprehensive healthcare programs, work-life balance initiatives, and robust relocation support. Our salary package is competitive, comprising a basic salary, performance bonuses, and benefits benchmarked against the external market. Additionally, we offer flexible working arrangements, remote work options, and tax assistance services for foreign colleagues, all designed to help you thrive.

Chiesi USA is an equal opportunity employer committed to hiring a diverse work force at all levels of our business. All qualified applicants receive consideration for employment without regard to race, national origin, age, sex, religion, disability, marital status, veteran status, or any other basis protected by local, state or federal law. This policy applies with regard to all aspects of one's employment, including hiring, transfer, promotion, compensation, eligibility for benefits and termination.