Executive Assistant, Oncology Business Unit

Title:

Executive Assistant, Oncology Business Unit

Company:

Ipsen Biopharmaceuticals Inc.

 

About Ipsen:

Ipsen is a mid-sized global biopharmaceutical company with a focus on transformative medicines in three therapeutic areas: Oncology, Rare Disease and Neuroscience. Supported by nearly 100 years of development experience, with global hubs in the U.S., France and the U.K, we tackle areas of high unmet medical need through research and innovation.

 Our passionate teams in more than 40 countries are focused on what matters and endeavor every day to bring medicines to patients in 88 countries. We build a workplace that champions human-centric leadership and fosters a culture of collaboration, excellence and impact. At Ipsen, every individual is empowered to be their true selves, grow and thrive alongside the company’s success. Join us on our journey towards sustainable growth, creating real impact on patients and society!

For more information, visit us at https://www.ipsen.com/ and follow our latest news on LinkedIn and Instagram.

Job Description:

As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to the Franchise Head, Oncology Business Unit with responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf. 

Main Responsibilities & Technical Competencies

• 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 & Experience

Education / Certifications:

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

Experience (essential)

• Proven experience as an Executive Assistant within a similar industry sector, e.g. pharmaceutical or international business
• Ability to submit purchase orders and contracts with Ariba / SAP systems
• 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 with remote and global teams in a matrixed organization
• Able to work 3-4 days per week from our Cambridge, MA office

Experience (preferred)

• Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint, Teams)
• A strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity
• Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site
• Experience with Concur (expense reports and travel) is preferred
• Ability to see the big picture, while keeping an eye on the detail
• Availity to represent the company and the site SVP in a highly professional manger
• Ability to take initiative with a positive attitude in all circumstances
• Flexible; independent problem solving and self-direction

The annual base salary range for this position is $75,000 - $105,000 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.