Senior Administrative Assistant

Title:

Company:

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:

Summary

The Sr. Administrative Assistant will be responsible to provide general administrative support to their assigned business areas, including, calendar management, travel, managing the purchase to pay process, budget support, catering support, and coordination of team events/meetings. The Sr. Administrative Assistant will demonstrate the utmost professionalism and sensitivity to confidential information through their daily responsibilities. Strong communication skills are a key expectation of this customer-focused position.

Main Responsibilities

• Manage calendar for assigned ICLT members and departments as required, including coordinating individual and group meetings, facilities (e.g., room reservations, web and conference calls, audio/visual equipment and support and catering), actively soliciting input for managing conflicting priorities, pro-actively communicating schedule conflicts and providing copies of relevant documents and other essential information to department team members (and others upon request) prior to meetings.
• Assist with general paperwork (photocopying, scanning, binding, etc.) and maintain general administrative needs of the departments
• Manage the purchase to pay process (RFPs, commitment request, new vendor set-up, PO set-up, goods receipt, invoice coding, etc.)
• Act as a K2 and Ariba Super User and support teams accordingly
• Act as a meeting Room AV/IT Super User and support teams accordingly
• Coordinate onboarding activities for new hires within assigned teams, in conjunction with HR.
• Support travel logistics for assigned ICLT members in compliance with Ipsen travel and expense policies and prepare detailed itineraries from departure to return with minimal input from department team members.
• Provide support to the remainder of assigned teams for urgent situations.
• Prepare, submit and track expense reports for assigned ICLT members in accordance with the Ipsen travel and expenses policy and Canadian submission timelines, as necessary
• Discretely maintain, coordinate and communicate highly confidential and sensitive information
• Work collaboratively with administrative and operations support colleagues to:
  • Efficiently resolve day-to-day work issues
  • Identify and implement continuous improvement opportunities
  • Manage back-up coverage due to vacations and unplanned vacancies
• Report any potential adverse events/safety information or products complaints for Ipsen products to the Medical Information and Pharmacovigilance department, per company requirements
• Perform other duties as assigned

Knowledge & Experience

• University degree or college diploma preferred
• Strong communication skills (both verbal and written) and ability to relate well to internal and external customers
• Must be flexible and have a high attention to detail
• Must have the ability to manage multiple tasks and projects simultaneously and is very organized
• Self-starter and results-oriented with a positive, can-do attitude
• Proficient with Microsoft Office, especially Excel and PowerPoint
• High level of organizational skills
• Able to work across multi-disciplinary teams
• Must be able to speak English, Frech preferred
• At least 1 year of experience as a Receptionist or Administrative Assistant in a corporate, professional environment preferred
• Database management and experience in survey development is an asset