Executive Assistant / Project Coordinator, Legal Team

The Executive Assistant (EA) / Project Coordinator supports the Senior Vice President, North America General Counsel, and other members of the North America (NA) Legal team, as applicable. The Executive Assistant / Project Coordinator provides administrative and project support to the NA Legal Team as assigned to ensure the smooth functioning of the team’s activities to plan, coordinate, and implement departmental initiatives.

Main Responsibilities & Job Expectations

Executive Assistant (70%):

• Manage department calendars, coordinating facilities (e.g., room reservations, web and conference calls, audio/visual equipment and support, catering), actively soliciting input for managing conflicting priorities, and proactively communicating and resolving schedule conflicts.
• Coordinate domestic and international travel for department members including: travel logistics (e.g., air, hotel, ground transportation, etc.) in compliance with Ipsen travel policies; preparing detailed itineraries from departure to return; processing expense reports in Concur for department members. Coordinate and manage all in-town engagements including reservations and transportation.
• Provide administrative and word processing support to department team members including proofreading, editing, and developing PowerPoint slides
• Produce (in Word and Power Point) and distribute a variety of materials for department use as well as for department and cross functional meetings.
• Prioritize incoming communications (mail, email, calls) while anticipating and efficiently communicating any required actions/deadlines.
• Track attorneys’ annual Continuing Legal Education requirements
• Coordinating closely with Assistant General Counsel and Head of Legal Strategic Operations, support planning and coordination of team meetings, including offsite meetings and team social activities
• Comply with all laws, regulations and policies that govern the conduct of Ipsen U.S. staff

Project Coordinator (30%):

• Coordinating closely with Assistant General Counsel and Head of Legal Strategic Operations, manage NA Legal department budget processes, including regular meetings with Finance, matter management and invoice processing, communications with vendors and law firms, and budget submissions
• With the support of other Legal Department members, manage ad hoc projects, as requested by NA General Counsel, Assistant General Counsel, Head of Legal Strategic Operations, or other department team members
• For assigned projects, serve as the primary point of contact for all project-related matters, including but not limited to, researching and analyzing the project issues, identifying and recommending solutions, maintaining a schedule, and resolving issues to ensure that projects are completed on time.
• Coordinate and liaise with attorneys and staff as needed
• Handle multiple projects simultaneously while maintaining a high level of accuracy and attention to detail.
• Use sound judgment and discretion when handling confidential information

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.