Executive Assistant / Project Coordinator, Legal Team

Ipsen•Cambridge, MA

17h•$75,000 - $110,000•Hybrid

About The Position

The Executive Assistant (EA) / Project Coordinator supports the Senior Vice President, North America General Counsel, as well as other members of the NA Legal team, as applicable. The EA / Project Coordinator provides administrative and project support to the North America Legal Team as assigned to ensure the smooth functioning of the team’s activities to plan, coordinate, and implement departmental initiatives.

Requirements

Excellent written and interpersonal English communications skills.
Excellent skill level at MS Office (Word, Excel, Power Point, Outlook).
Demonstrated ability to successfully manage multiple projects and meet deadlines in a fast-paced environment.
Demonstrated ability to communicate effectively with all levels of the organization as well as with external constituents.
Demonstrated excellent project management skills.
Proven ability to work well independently and on a team.
Demonstrated excellent attention to detail.
Understanding of Legal Department role in organization, including operating with discretion and appropriate treatment of confidential information.
Demonstrated time management skills, including setting priorities and communicating project progress.
Effective critical and strategic thinking skills
Develop and maintain strong working relationships
Ability to manage projects under pressure, creatively problem solve and work independently in a fast-paced environment as well as part of a team
Ability to investigate facts, identify issues, ascertain organizational objectives, and consider alternative solutions
Minimum 5 years of administrative experience supporting multiple team members including Executive/VP level.
Able to work a hybrid schedule including 3+ days per week onsite at our Cambridge, MA HQ

Nice To Haves

Bachelor’s degree from accredited college or university a plus.
PMP or other project management certification is an asset
Law firm experience is a plus, as is experience in a Pharmaceutical/Biotech/Health-related field

Responsibilities

Manage department calendars, coordinating facilities (e.g., room reservations, web and conference calls, audio/visual equipment and support, catering), actively soliciting input for managing conflicting priorities, and proactively communicating and resolving schedule conflicts.
Coordinate domestic and international travel for department members including: travel logistics (e.g., air, hotel, ground transportation, etc.) in compliance with Ipsen travel policies; preparing detailed itineraries from departure to return; process expense reports in Concur for department attorneys.
Coordinate and manage all in-town engagements including reservations and transportation.
Partner with Associate General Counsel to prepare and maintain corporate records.
Provide administrative and word processing support to department team members including proofreading, editing, and/or drafting documents; maintain paper files as requested.
Produce (in Word and Power Point) and distribute a variety of materials for department use as well as for department and cross functional meetings.
Prioritize incoming communications (mail, email, calls) while anticipating and communicating any required actions/deadlines.
Track attorneys’ annual Continuing Legal Education requirements and identify courses to fulfill those requirements.
Plan and coordinate team meetings, including offsite meetings and team social activities and dinner.
Coordinate closely with Associate General Counsel and Head of Legal Department Strategic Operations regarding meeting content and pre-work.
Comply with all laws, regulations and policies that govern the conduct of Ipsen U.S. staff
Support of litigation, including maintenance of litigation hold process and implementation of new litigation holds in coordinate with local and Global IT.
As the Legal Department’s liaison to Ipsen’s BUs, align with BU operations staff to identify short- and long-term projects and align on Legal Department deliverables and timelines
Standardize, plan, and manage workflows and processes, develop project plans, timelines, and deliverables.
Serve as the primary point of contact for all project-related matters, including but not limited to, researching and analyzing the project issues, identifying and recommending solutions, maintaining a schedule, and resolving issues to ensure that projects are completed on time.
Coordinate and liaise with attorneys and staff as needed
Handle multiple projects simultaneously while maintaining a high level of accuracy and attention to detail.
Use sound judgment and discretion when handling confidential information