Executive Assistant

Title:

Executive Assistant

Company:

Ipsen Bioscience, Inc.

Job Description:

Executive Assistant

Summary / purpose of the position

To provide high quality, efficient and proactive administrative support to R&D Global Biometry and Clinical Development Operations members located in the US, France, and/or UK R&D sites, as applicable.

This position reports and provides support to the VP, Head of Global Biometry however will also support the VP ClinDevOps Rare Disease and related teams.

To manage the administrative needs of assigned teams, be responsible for the administrative and financial management of contractors within areas of responsibility, including time tracking ( iDID) and P2P lifecycle.

To support Biometry and Clinical Operations (Rare) in collaboration with local finance controllers for accurate management and tracking of cost center P2P (contracts, budgets, forecast, actuals, goods receipts, invoice reconciliation …)

Travel, expenses, and calendar management.

Main responsibilities / job expectations

• To arrange meetings (internal or external) as requested, manage the booking of meeting rooms, the equipment required (e. g. videoconference…), communication with attendees (meet visitors and provide necessary support throughout their visit), circulation of agendas, organization for lunches, etc.
• To arrange world-wide travels (flights and accommodation) if needed and support Head of Functions management of expense reports in T&E system in a timely manner
• To coordinate the registration of attendance at external conferences, seminars, and training courses
• To facilitate communication between the staff in the various CDO locations
  • To be responsible for the finance administration: To raise the Commitment Requests and Purchase orders within K2 P2P tool , submit monthly good receipts and manage invoices.
  • Enter time tracking (e.g., iDID) for contractors and support VP’s to ensure their teams have completed their time tracking each month
  • Administer contracts, work orders, CDA within the Legal repository tool.
  • As requested, support the Heads of Functions with hiring and onboarding of new personnel

• When requested, produce the monthly Biometry and Rare Diseases newsletter(s) in collaboration with Biometry-LT and Rare Disease ClinOps leaders.
• Assist with pulling progress reports such as time tracking, training completion and others as required and sharing with Heads of Functions for compliance oversight needs

• To track resources (FTEs) and internal costs in collaboration with local finance representatives, to ensure accurate and timely quarterly financial reviews.
• To be responsible for filing and archiving of clinical trial documentation, functional and operational documentation, setting up and maintaining share point sites
• To liaise and collaborate with the other assistants, in case of common events and/or common activities (e.g., maintenance of shared CDO / study trackers/documents; group events etc)
• To attend training as assigned
• To perform any other activity as may reasonably be requested from time to time, such as support to Clinical Trial Assistants: e.g. maintenance of the clinical trial master files, request of study level insurance documents, obtaining document signatures …
• To complete all the above activities within the framework and in compliance with Company Policy and Procedures, business ethics and compliance guidelines.

Experience / Qualifications

Education:

• Minimum of bachelor’s degree (US) or Administration/ Secretarial degree (ex-US)
• Languages: Fluent English, French speaking is not required, but there is a strong preference.

Experience (Proficiency):

• Preferred 2-3 years prior experience supporting Research & Development functions in a pharmaceutical/ biotech or CRO environment.

Key Technical Competencies Required

Communication (Level / Nature):

• Excellent verbal and written communication skills.
• Ability to work effectively and without supervision within global and cross-functional teams.

Other

• Advanced PC literacy required; MSOffice skills (Outlook, Word, Excel, PowerPoint, SharePoint)
• Experience with P2P systems such as SAP, ARIBA, or equivalent is desirable

The annual base salary range for this position is $65,250-$95,700

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.

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.