Executive Assistant

$65,250 - $95,700/Yr

Ipsen Pharma - Cambridge Springs, PA

Full-time - Entry Level

Cambridge Springs, PA

501-1,000 employees

Food Services and Drinking Places

About the position

The Executive Assistant position at Ipsen Biopharmaceuticals, Inc. is designed to provide high-quality, efficient, and proactive administrative support to the Research and Development (R&D) Global Biometry and Clinical Development Operations teams located in the US, France, and the UK. This role is pivotal in ensuring that the administrative needs of the assigned teams are met, particularly in supporting the VP, Head of Global Biometry, as well as the VP of Clinical Development Operations for Rare Diseases and their respective teams. The Executive Assistant will manage various administrative and financial tasks, including overseeing contractors, time tracking, and the P2P lifecycle, ensuring that all operations run smoothly and efficiently. In this role, the Executive Assistant will be responsible for a wide range of tasks, including travel arrangements, expense management, and calendar coordination. The position requires the ability to arrange meetings, manage booking of meeting rooms, and facilitate communication among staff across different locations. The Executive Assistant will also handle financial administration tasks such as raising Commitment Requests and Purchase Orders, managing invoices, and ensuring accurate tracking of costs in collaboration with local finance controllers. Additionally, the role involves supporting the hiring and onboarding processes for new personnel, producing newsletters, and maintaining clinical trial documentation. The ideal candidate will possess strong communication skills, both verbal and written, and will be able to work effectively within global and cross-functional teams. Proficiency in advanced PC skills, particularly in MS Office applications, is essential, along with experience in P2P systems. The Executive Assistant will play a crucial role in ensuring compliance with company policies and procedures while supporting the overall goals of the R&D teams.

Responsibilities

• Arrange meetings (internal or external) as requested, manage the booking of meeting rooms, and the equipment required (e.g., videoconference).
• Facilitate communication with attendees, meet visitors, and provide necessary support throughout their visit.
• Coordinate worldwide travel arrangements (flights and accommodation) and support management of expense reports in T&E system.
• Register attendance at external conferences, seminars, and training courses.
• Manage finance administration tasks including raising Commitment Requests and Purchase Orders within K2 P2P tool, submitting monthly good receipts, and managing invoices.
• Enter time tracking for contractors and support VPs to ensure their teams complete time tracking each month.
• Administer contracts, work orders, and CDA within the Legal repository tool.
• Support Heads of Functions with hiring and onboarding of new personnel as requested.
• Produce monthly Biometry and Rare Diseases newsletters in collaboration with Biometry-LT and Rare Disease ClinOps leaders when requested.
• Assist with pulling progress reports such as time tracking and training completion and share with Heads of Functions for compliance oversight needs.
• Track resources (FTEs) and internal costs in collaboration with local finance representatives for accurate quarterly financial reviews.
• File and archive clinical trial documentation and maintain share point sites.
• Liaise and collaborate with other assistants for common events and activities.
• Attend training as assigned and perform any other reasonable activities as requested.

Requirements

• Minimum of a bachelor's degree (US) or Administration/Secretarial degree (ex-US).
• Fluent in English; French speaking is preferred but not required.
• Preferred 2-3 years prior experience supporting Research & Development functions in a pharmaceutical/biotech or CRO environment.
• Excellent verbal and written communication skills.
• Ability to work effectively and without supervision within global and cross-functional teams.
• Advanced PC literacy required; MS Office skills (Outlook, Word, Excel, PowerPoint, SharePoint).
• Experience with P2P systems such as SAP, ARIBA, or equivalent is desirable.

Nice-to-haves

• Fluency in French is a strong preference.

Benefits

• 401(k) with company contributions
• Group medical, dental, and vision coverage
• Life and disability insurance
• Short- and long-term disability insurance
• Flexible spending accounts
• Parental leave
• Paid time off
• Discretionary winter shutdown
• Well-being allowance
• Commuter benefits