Executive Assistant

Ipsen is a dynamic and growing global specialty-driven biopharmaceutical company focused on innovation and specialty care.

We aim to make a sustainable difference by significantly improving patients’ health and quality of life and providing them with effective therapeutic solutions for unmet medical needs through differentiated and innovative medicines in Oncology, Neurosciences and Rare Diseases.

The patient is at the heart of everything we do, and we also care for our employees because they are the ambassadors who truly make the difference. We attract and develop bold, agile, entrepreneurial individuals who take full ownership of their decisions; leaders drawn by a purpose to make a direct impact through their work in people’s lives.

We offer employees a wealth of fulfilling challenges & growth opportunities, and the chance to contribute within a fast-moving organisation, an organisation that is genuinely game-changing.

The **Executive Assistant** (EA) is reporting to** **the **Senior Vice President Head of Global Medical Affairs**, as well as other members of the team as applicable. This role has responsibility for all logístical and administrative functions to ensure a professional interface, seamless communication, and optimal coordination of activities on their behalf.

**Essential Functions**
- Manage department calendars, including for individual and group meetings, coordinating facilities
- 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 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.

**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 3-5 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.

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