Senior Administrative Assistant

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 companys success. Join us on our journey towards sustainable growth creating real impact on patients and society!

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Summary of Position:

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 & Technical Competencies

• 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

• 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 speak English.

• French speaking is an asset but not required.

• University degree or college diploma is 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

The annual base salary range for this position is $57000 - $82000

This job is eligible to participate in our short-term incentives program.

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.