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 THE POSITION

The Assistant will provide high-level proactive administrative and organizational support to the three VPs in corporate affairs and serve as a department assistant. This role is pivotal in ensuring streamlined operations effective communication and the successful execution of strategic and operational priorities within the Corporate Affairs functions in conjunction with the Exec Assistant of EVP Corporate Affairs.

MAIN RESPONSIBILITIES

Proactive Engagement & Change Management

• Engage proactively in corporate affairs and therapeutic area activities focusing on change impact and business engagement.

• Act as a gatekeeper and gateway between the team and the VPs ensuring effective information flow and prioritization.

Meeting & Event Organization

• Prepare and participate in organizing team meetings (format content agenda).

• Organize events to foster and strengthen team cohesion including with external partners.

• Develop and implement plans for streamlined agenda management including ad-hoc time for trending topics.

Executive Support

• Provide high-level administrative support to the VPs including diary management meeting communications and logistics.

• Organize travel and hotel bookings in compliance with company policies including congress participation.

• Manage travel and expenses (T&E) and support budget follow-up with the Financial department (e.g. creation of CR PO supplier management receipts billings payments).

• Facilitate coordination within the Corporate Affairs Organization working closely with the Executive Assistant to the EVP of Corporate Affairs and Leadership Team members.

Administrative & Office Management

• Manage all administrative requirements including setting up and maintaining Teams and SharePoint sites and transitioning to new portals/sites as needed.

• Oversee office management tasks and manage the Company Procurement Card in line with finance policy.

• Set up new suppliers and requisitions.

Communication & Stakeholder Engagement

• Proactively communicate and engage with staff and key stakeholders internally and externally.

• Provide regular updates and presentations on departmental and project activities.

• Support staff morale and foster a positive work environment.

Project & Process Support

• Support timely delivery of project activities and assist with business documentation preparation.

• Coordinate with external partners and support continuous improvement initiatives.

Other Responsibilities

• Learn functional aspects of the business to better support organizational needs.

• Provide proactive organizational and problem-solving skills.

• Occasionally work longer hours or travel as required.

KNOWLEDGE AND EXPERIENCE

Knowledge and Experience:

• Significant experience as a Senior Administrative Professional supporting senior executives in a fast-paced international environment.

• Strong organizational communication and stakeholder management skills.

• Experience in event planning risk analysis and project management.

• Proficiency with Microsoft Office Teams SharePoint and travel/expense management systems.

• Ability to handle confidential information with discretion and professionalism.

• Demonstrated agility initiative and a proactive approach to problem-solving.

Personal Qualities

• High levels of intuition proactivity and critical thinking.

• Strong interpersonal skills and ability to work both autonomously and collaboratively.

• Meticulous attention to detail and ability to manage multiple priorities.

• Commitment to continuous improvement and innovation.

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