Executive Assistant

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 role will support our SVP, Early Development within the R&D function.

Main Responsibilties

• 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
• Uploading fully executed agreements/contracts into iCAP
• 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
• Maintaining 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
• 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)
• 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 and Experience

Education / Certifications:

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

Experience:

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

Languages:

• English

The annual base salary range for this position is $75,000 - $110,000 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.

We are committed to creating a workplace where everyone feels heard, valued, and supported; where we embrace “The Real Us”. The value we place on different perspectives and experiences drives our commitment to inclusion and equal opportunities. When we include diverse ways of thinking, we make more thoughtful decisions and discover more innovative solutions. Together we strive to better understand the communities we serve. This means we also want to help you perform at your best when applying for a role with us. If you require any adjustments or support during the application process, please let the recruitment team know. This information will be handled with care and will not affect the outcome of your application. 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.