Executive Assistant

Cambridge, MA, United States
Oct 07, 2018
Administration, Clerical
Required Education
High School or equivalent
Position Type
Full time
Executive Assistant

Ipsen Biopharmaceuticals Inc.

Job Description:

Executive Administrative Assistant - Cambridge, MA

Company Profile

Ipsen is a dynamic and growing global specialty-driven biopharmaceutical company, focused on innovation and specialty care. At Ipsen, we've created a workplace that recognizes and promotes an entrepreneurial spirit in our employees and are building a strong legacy of helping patients with difficult-to-treat diseases across oncology, neurosciences and rare diseases. We know we can only be better and smarter if we work diligently together as ONE Ipsen, across all functions and geographies. We strive to break down silos and empower teams to deliver effective therapeutic solutions through highly differentiated medicines for patients with unmet needs.

We take pride in our culture, which is rooted in collaboration, to deliver results for our core customer - the patient. This level of involvement by cross-functional teams promotes a strong sense of unity and pulls together all colleagues locally and across our key geographies, which span 115 countries across North America, Europe and Asia. As a growing organization, Ipsen North America is comprised of our Cambridge, MA, Basking Ridge, NJ and Toronto, Canada locations, with employees supporting functions including Commercial Operations, R&D, Business Development and Technical Operations.

Our employees are the driving force behind our mission at Ipsen, and to sustain their passion and focus every day, we offer a wealth of fulfilling challenges and growth opportunities through unique leadership and training programs. At Ipsen, you will work alongside industry leaders and contribute within a fast-moving and truly game-changing global organization, recognized for its talent and patient solutions. At Ipsen, we're making hope a reality for the patients we serve.

Position Summary

The position of Executive Assistant provides direct advanced administrative support to the Vice-President, Business Analytics, Commercial Strategy & Operations, the Chief Financial Officer, and other members as applicable. This position will be responsible for managing multiple calendars and will regularly interface with employees of all levels and external partners. Outstanding word processing and document preparation skills are essential to this position.

Essential Functions
  • Responsibilities will include, but are not limited to, the following:
  • Calendar management: responsible for meticulous calendar management, including planning meetings, coordinating recurring events and communicating with multiple parties to schedule large scale internal/external meetings.
  • Travel management: arrange intricate domestic/international travel for VP including flights, trains, ground transportation and hotels. Obtain travel visas as needed. Work within company travel policies. Prepare relevant documentation and itinerary package and coordinate and real-time travel issues as they arise.
  • Expense management: prepare, submit, and track expense reports and ensure all Amex payments are made in a timely basis.
  • Coordinates the VP, Business Operations' internal communications to staff, including Leadership Department and other meetings and communications. Order catering for meetings as needed. Set up conference rooms with audio, visual and conference calls when needs.
  • Works closely and effectively with the VP, Business Operations to be well informed of upcoming commitments and responsibilities, including key decisions, and following up appropriately.
  • Anticipate and solve for challenges to ensure the most strategic use of the VP, Business Operations' time.
  • Provides a bridge for effective and regular communication between the VP, Business Operations and internal and external stakeholders; demonstrating leadership, collegiality, and empathy to maintain credibility, trust, and support.
  • Resourceful, strategic problem-solving ability with a fun, positive "can do" attitude and funsenseofhumor even through stressful situations.
  • Leads staff appreciation including tracking birthdays, years of service, and other staff milestones.


High School Diploma is required, Bachelor's degree is preferred .

  • 10+ years' experience as an Executive Assistant
  • Prior experience working with remote, international teams in a globally matrixed organization
  • Proficiency in Microsoft Office (Word, Outlook, Excel, and PowerPoint)
  • Knowledge of teleconference equipment (Skype, BlueJeans) or other related software
  • Demonstrated experience managing multiple and complex international travel arrangements while planning all aspects of complex meetings, on and off-site
  • Background of working in an international business functional area is preferred
  • Experience with Concur is preferred
  • Experience with Workday is preferred

Core Competencies (Specific knowledge, skills and abilities that enable an individual to effectively perform the job)
  • Ability to determine how to handle calendar conflicts and decision making when organizing the executives' time are vital to success in this position. This also includes using the most effective means of communication (Live Meeting, Teleconferences, and Videoconferencing).
  • Interface with very senior level external people and demonstrate high degree of professionalism
  • Work well independently as well as in a team environment. Must be able to hold oneself "Accountable" for meeting commitments and deadlines
  • Strong Microsoft Suite proficiency (Word, Excel, PowerPoint and Outlook).
  • Excellent attention to detail, organizational and time management skills to prioritize and coordinate workload with minimal supervision.
  • Demonstrate leadership and collaborate with other team members
  • Strong verbal, written, and communication skills.
  • Ability to handle confidential information in an appropriate manner.
  • Exceptional organizational and time management skills to prioritize and coordinate workload with minimum supervision.
  • Demonstrate good judgment, initiative, reliability, accountability, accuracy, professionalism, teamwork and problem solving.
  • Superior calendar management, organizational, prioritization/time management and follow through skills.
  • Ability to identify, drive/coordinate independent projects to enhance learning curve and maximize contribution to fulfillment of corporate objectives
  • Dedication, with initiative and ability to proactively identify needs without being asked.
  • Ability to remain focused in situations involving multiple interruptions.
  • Ability to see the big picture, while keeping an eye on the detail
  • Excellent verbal and written communication skills. Maintain composure and diplomacy when working under pressure, deadlines, and tenuous or ambiguous circumstances.
  • Interface with very senior level external people and demonstrate high degree of professionalism

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.