Executive Assistant

Location
Cambridge, MA, United States
Posted
Oct 09, 2018
Ref
R-01121
Discipline
Administration, Clerical
Hotbed
Genetown
Required Education
Associate Degree
Position Type
Full time
Title:
Executive Assistant

Company:
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 Executive Assistant (EA) supports the VP and Business Unit Lead, as well as other members of the team, as applicable. The EA will be responsible for managing multiple calendars and projects and will have regular interaction with employees of all levels of the Company, as well as with external partners.

Essential Functions
  • Manage department calendars, including for individual and group meetings, coordinating facilities (e.g., room reservations, web and conference calls, audio/visual equipment and support and catering), actively soliciting input for managing conflicting priorities, and proactively communicating and solving schedule conflicts.
  • Provide copies of relevant documents and other essential information to department team members (and others upon request) prior to meetings.
  • Manage all administrative aspects of assigned projects, including the development of a database to track project progress.
  • Under direction of manager, EA is responsible for tracking contract processes, including entering the contract into the contract management system, managing invoices and PO processes, and ensuring all payments have been made.
  • Provide administrative and word processing support to department team members including: proofreading, editing, and/or drafting documents.
  • Produce (in Word and Power Point) and distribute a variety of materials for department use as well as for department and cross functional meetings.
  • Coordinate domestic and international travel for department leaders including: travel logistics (e.g., air, hotel, ground transportation, etc.) in compliance with Ipsen travel policies; preparing detailed itineraries from departure to return; creating and submitting travel expense accounts in Concur for department team leaders; arranging travel for new hires.
  • Manage and coordinate Business Unit's administrative needs, including: filing system/records maintenance; department rosters; internal and field calendars; team vacation calendar; and shipping/receiving.
  • Prioritize incoming communications (mail, email, calls) while anticipating and communicating any required actions/deadlines.
  • Complies with all laws, regulations and policies that govern the conduct of Ipsen U.S. staff


Education

Associates Degree in Business Administration or related area from accredited college preferred, additional years of experience may be substituted. Bachelor's degree from accredited college or university a plus.

Experience

Minimum 5 years of administrative experience supporting multiple team members including Executive/VP level. Pharmaceutical/Biotech/Health-related field preferred.

Core Competencies (Specific knowledge, skills and abilities that enable an individual to effectively perform the job)
  • Excellent written and verbal English communications skills.
  • Excellent skill level at MS Office (Word, Excel, Power Point, Outlook).
  • Demonstrated ability to successfully manage multiple projects and meet deadlines.
  • Demonstrated ability to communicate effectively with all levels of the organization as well as with external constituents.
  • Demonstrated excellent project management skills, including: delegation; tracking; budgeting; and, communication.
  • Proven ability to work well independently and on a team.
  • Demonstrated excellent attention to detail.
  • Demonstrated time management skills, including setting priorities and communicating project progress.


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.