Executive Assistant

il y a 3 semaines

BoulogneBillancourt, France IPSEN Temps plein

**Title**:
Executive Assistant

**Company**:
Ipsen Pharma (SAS)

As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to the VP Head of Late Stage Partnering and VP Head of Alliance Management as well as the France/UK Global Partnering team, maintaining responsibility for all administrative and logístical functions and ensuring a professional interface, seamless communication, and optimal coordination of activities on their behalf.
- Preparing, submitting and tracking expense reports for the team, in Concur
- Creating commitment requests and PO’s, executing goods receipts for work performed/completed, and processing invoices in K2
- Uploading fully executed agreements/contracts into Ariba
- Maintaining calendars of designated team members as required
- Organize internal and external due diligence meetings related to business development projects
- Organizing conference registrations & membership renewals for professional organizations
- Providing fluid support across both corporate and personal calendars including travel and appointments
- 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)
- 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

More specifically for strategic alliance management team:

- Management of the Alliance Management Centre of Excellence internal website
- Providing support in the planning and logistics of external training of team members in the context of the Alliance Management Centre of Excellence
- Scheduling governance meetings with external partners coordinating with administrative assistants at partner companies as appropriate

Education / Certifications:

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

**Experience**:

- Proven experience as an Executive Assistant preferably within a similar industry sector, e.g. pharmaceutical, health services
- 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

Languages:

- English

Key Technical Competencies Required:

- Proficiency in Microsoft Office (Word, Outlook, Excel, and PowerPoint)
- Knowledge of teleconference equipment (Microsoft Teams) or other related software
- Appetite to work on a diversity of IS tools (travelling, expenses management, contracts management, Purchasing..)
- A strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity

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