Business Support Coordinator

Job description

Chiesi Chiesi is an international research-focused biopharmaceutical group with 90 years’ experience, operating in more than 30 countries, with its Headquarter in Parma, Italy. More than 7,500 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 : AIR (products and services that promote respiration, from new-born to adult populations), RARE (treatment for patients with rare and ultra-rare diseases) and CARE (products and services that support special care and consumer-facing self-care). 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 and inclusion 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. Chiesi ANZ At Chiesi Australia, we believe that healthcare isn’t just about medicine, it’s about humanity. Our focus is on respiratory health, specialty care and rare disease - helping people live healthier and better lives in ways that respect both our communities and our planet. Guided by care for people and the world we share, we foster a culture where everyone is valued. Collaboration, respect and agility shape how we work with each other, with our partners, and across the healthcare ecosystem. We believe that companies should stand for something greater than profit. We want to be a force for good, using our business to create lasting, positive change for people and the planet. That means striving to do the right thing, even when it’s hard. We’re learning, evolving, and staying mindful of the impact we make. Sustainability isn’t a side initiative; it’s a journey we’re on together, woven into our operating model and reflected in how we collaborate to create meaningful, lasting change. Who we are looking for This is what you will do The Business Support Coordinator plays a pivotal role in supporting the General Manager and the wider Chiesi business through the effective management of operational business support, event coordination, and office operations. This role is responsible for ensuring seamless day-to-day business support while contributing to a positive and efficient workplace environment. A key focus of the role is proactive calendar management for the General Manager, the role acts as a trusted business support partner, anticipating needs and supporting the smooth execution of leadership activities. The Business Support Coordinator is also responsible for coordinating a range of business events, including leadership meetings, strategy offsites, team workshops, and company conferences Working closely with internal stakeholders and external vendors, the role manages event logistics, communications, venue coordination, and timelines to ensure successful delivery of events. In addition, the role oversees office management activities, ensuring the office operates efficiently and professionally. This includes coordinating suppliers and facilities, managing office resources, supporting workplace initiatives, and creating a welcoming and productive environment for employees and visitors. To be successful in this role, the ideal candidate will be highly organised, proactive, and capable of managing multiple priorities simultaneously. Strong attention to detail, excellent communication skills, and the ability to build effective relationships across all levels of the organisation are essential. The role requires a collaborative team player who thrives in a fast-paced environment and consistently delivers high-quality support to the business and General Manager. You will be responsible for Business Support • Prepare, collate and distribute management and executive reports, presentations and business documentation, ensuring accuracy, quality and timely delivery. • Manage the creation and processing of Purchase Requisitions (PRs) and Purchase Orders (POs) for the field force and field related activity, as well as supporting single person function, ensuring adherence to company procurement policies, accurate record keeping and timely vendor payments. • Build and maintain strong relationships with internal and external stakeholders, demonstrating exceptional organisational, communication and multitasking skills while managing competing priorities. Office Management • Oversee the day-to-day management and operation of the office, ensuring a safe, efficient and professional working environment. This includes managing office supplies and equipment, coordinating facilities maintenance, kitchen and common area management, security access administration, contractor coordination, and office-related vendor relationships. • Act as the central point of contact and trusted resource for employees, providing guidance and support on office-related matters, resolving issues promptly, facilitating effective communication, and fostering a positive employee experience. Leadership Team Support • Manage and coordinate internal corporate meetings, town halls, leadership forums and global executive visits, including scheduling, logistics, agenda preparation, meeting materials, minute taking where required, and tracking follow-up actions to ensure accountability and completion of key business priorities. • Provide comprehensive Assistant support to the General Manager and Leadership Team, including complex calendar management, meeting coordination, travel bookings, preparation of detailed travel itineraries, processing expenses, and managing confidential business information with professionalism and discretion. Event Management • Plan and execute company events, conferences, and corporate functions, both internal and external, including large-scale events such as Sales Conferences, leadership offsites, and team-building activities. • Manage the administration of the event platform. • Manage catering for all events to support team activities and large scale corporate events. • Manage event budgets, vendor relationships, venue sourcing, contracts, logistics and communications while ensuring critical milestones and deadlines are achieved. • Serve as the primary point of contact for external customers, vendors and event partners in relation to company events, maintaining professional relationships and ensuring a high standard of customer experience and stakeholder engagement. You will need to have • Minimum 5 years experience in business, administration, event management or relevant administration experience within a complex organisation. • Excellent communication, negotiation, and interpersonal skills • Ability to organise a daily workload by priorities • Ability to meet deadlines in a fast-paced environment • Proactive approach to problem solving and strong decision-making skills • Professional verbal and written communication skills • Cross functional working skills • Problem solving, organisational and time management skills • Have a high level of initiative, adaptability, and flexibility. • Proven time management skills with the ability to work to deadlines. • Are able to manage multiple and competing requests and prioritise workload and support accordingly within a fast paced and changing environment. • Must have strong Microsoft Office Suite capabilities and be an expert user of MS Teams and Zoom. • Strong integrity and work ethic • Ability to understand and be part of a flexible organisational culture Location Melbourne 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. At Chiesi ANZ, we are committed to our people “Everyone of us is different. Everyone of us is Chiesi.” We continuously strive to enrich our employees personal and professional lives through our competitive benefits, wellness allowances, flexible working arrangements and additional leave days. Chiesi ANZ is committed to valuing diversity and promoting equality through a policy of treating all its employees and job applicants fairly and equally. Chiesi ANZ will take all reasonable steps to employ, train and promote employees on the basis of the evidence of competencies required, individual merit and qualifications without regard to race, colour, ethnic origin, nationality, national origin, religion or belief, sex, sexual orientation, marital status, age or disability. We will also take all reasonable steps to provide a work environment in which all employees are treated with respect and dignity and that is free from discrimination, harassment and victimisation based upon an employee's race, colour, ethnic origin, nationality, national origin, religion or belief, sex, sexual orientation, marital status, age or disability.