Executive Assistant

Location
Basking Ridge, NJ, United States
Posted
Aug 07, 2018
Ref
478477
Discipline
Administration, Clerical
Required Education
Bachelors Degree
Position Type
Full time
Title:
Executive Assistant

Company:
Ipsen Biopharmaceuticals Inc.

Job Description:

Position Summary

The Executive Assistant (EA) will support the Basking Ridge Core Services (BRCS) team and other members, as applicable. This position will be responsible for managing multiple calendars, scheduling meetings, organizing office events and back up coverage for the reception station. This position will regularly interface with employees of all levels and external partners.

This position will be the main admin support for when NALT members are visiting the Basking Ridge Core Services center.

Essential Functions

Responsibilities

Responsibilities will include, but are not limited to, the following:
  • Manage department calendars including individual and group meetings, coordinating facilities (e.g., room reservations, web and conference calls, audio/visual equipment and support and catering), actively soliciting inputfor managing conflicting priorities, pro-actively communicating schedule conflicts and providing copies of relevant documents and other essential information to department team members (and others upon request) prior to meetings.
  • The ability to manage multiple projects from beginning to end. Responsible for managing all administrative aspects of the project and developing a database to track every project.
  • Contracts: Incumbent is responsible for taking direction from the manager on the elements of the contract, entering the contract into the contract management system, managing invoices and PO process, and ensuring all payments have been made.
  • Provide administrative support to department team members; including, proofreading, revising, editing documents such as agreements and other legal documentation, letters, reports, memos, presentations, emails, etc.
  • Production of materials for the team and for meetings.
  • Coordinate domestic and international travel.
  • Arrange all aspects of travel logistics, (e.g., air, hotel, ground transportation, etc.) in compliance with Ipsen travel policies and prepare detailed itineraries from departure to return with minimal input from department team members.
  • Create and maintain travel expense accounts in Concur for department team members as applicable, compiling receipts and expense documentation, completing forms and making accurate submissions into the Concursystem for timely reimbursement of business expenses.
  • Process invoices for review and approval, open purchase orders in the internal system and review invoices for periodic accrual reporting.
  • Discretely maintain, coordinate and communicate highly confidential and sensitive information.
  • Manage & Coordinate department activities, projects, etc.
    • Org charts
    • Filing system
    • Department rosters, internal and field
    • Vacation calendar
    • Shipping
  • Publish final documents, which may include photos, colored printing, special binding, etc.
  • Place, receive and manage teleconferences for department team members, as applicable.
  • Prioritize incoming mail and documents including internal electronic and external internet mail anticipating any actions requiring deadlines are met or necessary follow-up.
  • Order and maintain office supplies for the department in a timely manner.
    Provide backup coverage for reception when additional support is needed (e.g., lunch breaks, PTO, etc).
  • Manage award programs for the department including creating a tracking sheet.
  • Perform other duties as assigned.


Qualifications

Education
  • B.S. / B.A. desired but not required

Experience
  • Minimum of 10 years' experience as an Executive Assistant
  • Experience working in a Finance related environment is a PLUS


Core Competencies (Specific knowledge, skills and abilities that enable an individual to effectively perform the job)
  • Must have excellent customer-service orientation and a high degree of professionalism
  • Must be proficient in the following applications: MS Word, MS Excel, MS PowerPoint, MS Outlook. PowerPoint skills, not just to create presentations, but the ability to format and create special slides
  • Must be flexible, able to manage multiple tasks, and have strong attention to detail
  • Strong verbal, written, and communication skills
  • Ability to effectively communicate with internal and external contacts at all levels
  • Must be able to communicate with colleagues from other countries and dialects, handle international communications appropriately and professionally
  • Proactive problem-solving skills
  • Excellent attention to detail, organizational and time-management skills to prioritize and coordinate workload with minimal supervision
  • Ability to determine how to handle calendar conflicts and decision-making when organizing the executive's time is vital to success in this position. This also includes utilizing the most effective means ofcommunication (Live Meeting, Teleconferences, and Videoconferencing).
  • Work well independently as well as in a team environment.
  • Must be able to hold oneself "Accountable" for meeting commitments and deadlines
  • Ability to handle confidential information in an appropriate manner


The statements contained herein reflect general details as necessary to describe the principles functions for this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance workload.

Ipsen Biopharmaceuticals, Inc. is an equal opportunity employer. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, sexual identity, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable federal, state or local law.

Ipsen Biopharmaceuticals, Inc. conducts background screening, reference checks, and drug testing as part of its pre-employment screening process. This description is not intended to be constructed as an exhaustive list of duties, responsibilities, or requirements for the position. This position may change or assume additional duties at any time. The employee may be requested to perform different or additional duties as assigned.

All Employees are expected to adhere to all company policies and act as a role model for company values.

IPSEN is an equal opportunity employer that strictly prohibits unlawful discrimination. We recruit, employ, train, compensate, and promote without regard to an individual's race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, mental/physical disability, medical condition, marital status, veteran status, or any other characteristic protected by law.