Executive Assistant

Employer: Ipsen Biopharmaceuticals, Inc.
Location: Cambridge, MA, United States
Start date: Dec 14, 2018

Discipline: Administration, Clerical
Required Education: High School or equivalent
Position Type: Full time
Hotbed: Genetown

Job Details
Company

Job Details

Title:
Executive Assistant

Company:
Ipsen Bioscience, Inc.

Job Description:

Position Summary

The Executive Assistant will provide a high quality, comprehensive, accurate and timely administrative service to the VP of Global External Innovation and Partnerships and team, maintaining responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf.

Essential Functions

Responsibilities

Responsibilities will include, but are not limited to, the following:

Using company-approved travel vendors, arrange domestic and international travel for team members, including flights, trains, ground transport, hotels, etc. Prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departure. Coordinate real-time travel issues as they arise.
Prepare, submit and track expense reports for the team, as necessary.
Create commitment requests and PO's, execute goods receipts for work performed/completed, and process invoices in K2.
Upload fully executed agreements/contracts into iCAP.
Maintain calendars of designated team members as required.
Conference registrations & membership renewals for professional organizations.
Full coordination of small and large meetings and events, both on and off-site, in collaboration with Administrative staff from other locations, both domestic and international, as appropriate.
As part of a remote team, plan and coordinate activities in collaboration with other employees and functional areas to ensure rapid two-way flow of information and contribute to effective team working, encouraging the sharing of knowledge, skills, ideas and best practices as required.
Document preparation and management, including drafting, editing and proofing different types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations).
Organize and maintain a comprehensive, accurate, up-to-date electronic and paper filing system as well as assist with general paperwork (photocopying, scanning, binding, etc.) and maintain general administrative needs of each department.
Follow up actionable items arising from meetings e.g. producing minutes and ensuring timely distribution of relevant documents.
Manage incoming calls/correspondence and handle appropriately, managing interactions with customers and executives, internally and externally regarding logistics for meetings, exchange of key documents, etc.
Perform additional duties and assigned projects to achieve overall business objectives.
Complies with all laws, regulations and policies that govern the conduct of Ipsen U.S. staff.

Qualifications

Education

High School Diploma or equivalent is required.
B.A./B.S. or equivalent is preferred

Experience

Proven experience as an Executive Assistant within a similar industry sector, e.g. pharmaceutical or international business
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

Core Competencies

Strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity
Ability to see the big picture, while keeping an eye on the detail.
Ability to represent the company in a highly professional manner.
Ability to take initiative with a positive attitude in all circumstances.
Flexible; independent problem solving and self-direction.
Eager and interested in learning and growing

Communication & Interpersonal Skills

Language: English is required, French is a plus.
Written: excellent
Verbal: excellent
Interpersonal: excellent

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.

Company

Ipsen (Euronext: IPN; ADR: IPSEY) is a global, biopharmaceutical group focused on innovation and specialty care. The group develops and commercializes innovative medicines in three key therapeutic areas - Oncology, Neuroscience and Rare Diseases. At Ipsen, we focus our resources, investments and energy on discovering, developing and commercializing new therapeutic options to provide hope for patients whose lives are challenged by difficult-to-treat diseases. Ipsen's North American operations and headquarters are located in Cambridge, Massachusetts, where our fully integrated biopharmaceutical team across External Innovation and Partnering, Research & Development (R&D), Manufacturing and Commercial collaborate. Cambridge is home to Ipsen's third global hub, in addition to R&D centers in Paris-Saclay in France and Oxford in the United Kingdom. With additional offices in Basking Ridge, N.J. and Mississauga, Ontario, Ipsen employs approximately 600 people in North America. For more information on Ipsen in North America, please visit www.ipsenus.com or www.ipsen.ca.

Company info

Website: https://www.ipsenus.com/
Phone: 617-679-8500
Location: 1 Main Street
Unit 700
Cambridge
MA
02142
United States

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