Executive Assistant

Title:

Executive Assistant

Company:

Ipsen Biopharmaceuticals Inc.

Job Description:

Position Summary

As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to the manager, with responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf.   This is an ideal role for someone that wants to expand their administrative skills beyond just calendar and travel management.

Main Responsibilities Essential Functions

• ​Managing calendars of designated team members as required: Responsible for meticulous calendar management, including planning meetings, coordinating recurring event and communicating with multiple parties to schedule large scale internal/external meetings.

• Preparing, submitting and tracking expense reports for the team, as necessary

• Creating commitment requests and PO’s, executing goods receipts for work performed/completed, and processing invoices in K2.  Ability to respond to customers when invoice issues arise.

• Ariba :  Ability to upload and manage contracts in Ariba which will need to be reviewed and approved by Legal, executed with final contract being uploaded into Ariba

• Will need to work with Adobe sign to for appropriate signatures on contracts, followed by being distributed to appropriate individuals within a timely manner. 

• Working with iEngage for exhibit approval based on guidelines and within budget

• Work with Finance Business partner to ensure V&A stays within budget

• Travel:  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

• Providing fluid support across both corporate and personal calendars including travel and appointments 

• Organizing conference registrations & membership renewals for professional organizations

• Coordinating 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

• Preparing and managing documents; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations)

• Follow-up actionable items arise from meetings e.g. producing minutes and ensuring timely distribution of relevant documents

• Performing additional duties and assigned projects to achieve overall business objectives

Knowledge / Required skills

• 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

• Demonstrated experience managing multiple and complex international travel arrangements while planning all aspects of complex meetings, on and off-site

• Proficiency in Microsoft Office (Word, Outlook, Excel, and PowerPoint)

• Knowledge of teleconference equipment (Microsoft Teams) or other related software

• A strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity

• Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site

• Ability to see the big picture, while keeping an eye on the detail

• Availity to represent the company and the VP in a highly professional manor

• Ability to take initiative with a positive attitude in all circumstances

• Flexible; independent problem solving and self-direction

• Background of working in an international business functional area is preferred.

• Experience with Concur is preferred

• Experience with Ariba is preferred

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.