Executive Assistant

Cambridge, MA, United States
Sep 19, 2019
Administration, Clerical
Required Education
Bachelors Degree
Position Type
Full time

Responsibilities will include, but are not limited to, the following:
  • Using company-approved travel vendors, arrange domestic and international travel 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 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.
  • Conference registrations & membership renewals for professional organizations, subscription renewals.
  • 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.

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

  • 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
  • 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.