Senior Executive Assistant M/F

Title:

Senior Executive Assistant M/F

Company:

Ipsen Biopharm Ltd

Job Description:

Summary / purpose of the position

As Senior Executive Assistant to one of our Executive Leadership Team member, you will provide a high quality, comprehensive, accurate and timely administrative support to the EVP. You will have responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf.

Main responsibilities / job expectations

Diary Management: Efficiently manage the executive’s calendar, scheduling meetings, appointments, and ensuring there are no conflicts.

Travel & Expenses: Coordinate travel arrangements, including booking flights, accommodations, and transportation. Handle expense reports and reimbursements.

Meeting Coordination: Organize and prepare for meetings, including setting agendas, taking minutes, and following up on action items

Purchase Orders, Budget & Contract Management: Raise and track purchase orders & contracts, ensuring timely processing and adherence to budget and compliance constraints.

Offsite Meetings & Events: Plan and organize offsite meetings, team-building events, and other corporate functions.

Communication: Act as a liaison between the executive and internal/external stakeholders, ensuring clear and timely communication.

Team support: support other team members, including the Head of Operations/Chief of Staff and function or asset teams, by coordinating activities, sharing information, and ensuring smooth operations across the board.

Document Management: Maintain and organize important documents, files, and records, ensuring they are easily accessible.

Collaboration: Work closely with other assistants and team members to ensure smooth operations and effective teamwork.

Knowledge, abilities & experience

Experience:

• Prior experience as an Executive Assistant to high level executive, ideally SVP or higher
• 10 years minimum experience as an EA supporting Senior VP level
• Pharma experience ideal but not essential
• Project Management
• Communication experience at all levels
• Experience of planning and executing events

Key Competencies Required

• High levels of intuition and proactivity
• Confidentiality & Integrity
• Critical Thinking
• Proactively supporting and driving the organisation’s and executive’s objectives, goals and KPIs
• Ability to work autonomously and in harmony with the team
• Project Management knowledge: planning, organising and prioritisation skills coupled with tact, diplomacy and discretion
• Finance/budget knowledge
• Ability to manage multiple tasks and deliver against deadlines
• Confidence and drive with approachable and enthusiastic manner
• Ability to proactively forward plan and agility to make last minute changes
• Bring innovation to the role – new ideas and ways of working
• Working with diverse and multi-cultural technical teams as part of a global organisation
• Demonstrated experience managing multiple and complex international travel arrangements while planning all aspects of complex meetings, on and off-site
• Proficiency in Microsoft Office (Word, Outlook, Excel, and PowerPoint)
• Knowledge of teleconference equipment (Microsoft Teams) or other related software

Personal Qualities

• Ability to see the big picture, while keeping an eye on the detail
• Ability to represent the company and the EVP in a highly professional manner
• Ability to take initiative with a positive attitude in all circumstances
• Flexible; independent problem solving and self-direction
• Knowledge of administrative and governance procedures
• Organised and good planning ability
• Good communication and interpersonal skills
• Time management and prioritisation
• Teamwork and support of others
• Shows initiative and anticipation of needs
• Active interest in the company’s well being

IPSEN is committed to equality of opportunity for all staff and applications, individuals are encouraged to apply regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.