Executive Assistant

Found in: beBee S US - 3 weeks ago

Cambridge, United States Ipsen Biopharmaceuticals, Inc. Full time

Title:Executive Assistant

Company:Ipsen Biopharmaceuticals Inc.

Job Description:

Summary

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 is an ideal role for someone that wants to expand their administrative skills beyond just calendar and travel management.

Responsibilities

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

Preparing and managing documents; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations)

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

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

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

Required Skills

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

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

Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site

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

Availity to represent the company and the site VP in a highly professional manger

Ability to take initiative with a positive attitude in all circumstances

Flexible; independent problem solving and self-direction

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

Experience with Concur is preferred

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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