Executive Assistant

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Job description

Title:

Executive Assistant

Company:

Ipsen Biopharmaceuticals Inc.

Job Description:

As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to the SVP, General Counsel, North America. You will have responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf.

Main Responsibilities & Job Expectations

• 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 and problem solve real-time travel issues as they arise
• Calendar Management: Maintaining fluid 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 and appointments
• Expense Reports: Preparing, submitting and tracking expense reports for SVP, and SVP direct reports, as necessary
• Creating commitment requests and PO's, executing goods receipts for work performed/completed, and processing invoices in K2
• Uploading fully executed agreements/contracts into iCAP
• 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, Abilities & Experience

• Prior experience as an Executive Assistant to high level executive, ideally SVP or higher
• Proven experience as an Executive Assistant within a similar industry sector, such as biotech/pharma
• Prior experience working with remote, international teams in a globally matrixed organization is preferred
• 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

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

• Ability to represent the company and the SVP in a highly professional maner

• 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 strongly preferred, Workday is a plus

• Able to work a hybrid structure including 3 days in the office on average per week

The annual base salary range for this position is $85,500 - $104,500 paid on an hourly basis.

This job is eligible to participate in our short-term incentives program. At Ipsen we are proud to offer a comprehensive employee benefits package, including 401(k) with company contributions, group medical, dental and vision coverage, life and disability insurance, short- and long-term disability insurance, as well as flexible spending accounts. Ipsen also provides parental leave, paid time off, a discretionary winter shutdown, well-being allowance, commuter benefits, and much more.

The pay range displayed above is the range of base pay compensation within which Ipsen expects to pay for this role at the time of this posting. Individual compensation within this range depends on a variety of factors, including, but not limited to, prior education and experience, job-related knowledge and demonstrated skills.

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.

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