Project Coordinator

Job Description

The Project Coordinator provides administrative assistance to the CFO and Finance team and is independently responsible for managing (complex) administrative and organizational assignments. Responsible for supporting the finance governance structure and activities including the annual meetings calendar agenda preparation time management pre-reads action plans and follow-up.

Location: Milano Italy Hybrid working

Temporary position: Maternity Cover

Key Responsibilities

• Deals with complex administrative tasks and organizational assignments independently (such as dealing with and replying to departmental leader correspondence, support leaders & departmental appointment calendar management, where agreed deadline coordination for the department and database administration).
• Independent administrative and organizational assignments including creation and follow up on preparing meetings & presentations scheduling event planning.
• Support leader in specific operational activities (such as simple budget activities, timecard organizational chart updates, creating purchase orders, checking invoices and expense claims).
• Support functional communication and sharing platforms including coordination and management of communication and information sharing initiatives (including newsletter templates, regular updates, etc.).
• Supports the team with setting up regular meetings, townhalls and face‑to‑face events. Deals with technical set‑up of meetings. Organize the logistics, coordinate the agenda, speakers, content and time management.
• Coordinates SharePoint from set‑up to maintenance of contents. Provides input to improvement of the existing documented process.

Role Requirements

• 5 years of experience in a similar role (administrative responsibilities equivalent with project management)
• Excellent communication skills and collaborative mindset
• Enthusiastic and very well organized, structured and with attention to detail
• Proactive mindset and ability to work independently
• Ability to navigate and interact with senior stakeholders
• Fluent in Italian and English

Novartis is committed to building an outstanding inclusive work environment and diverse teams representative of the patients and communities we serve.

Skills Desired

Communication, Event Planning, Office Administration, Organizing, Purchase Orders, Scheduling, Time Management

Required Experience

IC

Key Skills

Microsoft Office, Microsoft Outlook, Microsoft Word, Visio, Microsoft PowerPoint, Microsoft Excel, Project Management, SharePoint, Project Management Software, Microsoft Project, Administrative Experience, Project Coordination

Employment Type: Full-Time

Experience: years

Vacancy: 1

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