Executive Assistant/Project Coordinator

Ipsen•Cambridge, MA

4d•$85,000 - $110,000

About The Position

The Executive Assistant and Project Coordinator provides high quality, comprehensive, and timely administrative and operational support to ensure seamless coordination and execution of activities across the US Regulatory Advertising and Promotion team and the US Field Medical team. This role is responsible for a broad range of administrative and project support functions, including complex calendar and travel management, expense processing, procurement and contract coordination, document preparation, repository management, and logistical support for meetings and events. This role will serve as a key liaison between departmental leadership and internal and external partners, supporting efficient communication, accurate documentation, and compliant execution of operational processes. The role also contributes to project coordination activities, including meeting planning, scribing and tracking action items, facilitating vendor setup and procurement workflows, and collaborating with cross functional teams to ensure timely completion of deliverables. In addition, the EA/PC will support ad hoc projects and evolving initiatives as needed to meet the ongoing needs of the teams. This position reports directly to the Head of US Regulatory Advertising and Promotion, with a dotted line reporting relationship to the Head of US Field Medical, supporting initiatives across both departments.

Requirements

2+ years prior experience as an Executive Assistant to high level executive.
Proven experience as an Executive Assistant within a similar industry sector, e.g., pharmaceutical, or international business.
Prior experience working with remote, international teams in a globally matrixed organization.
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), Ariba, K2 and other Ipsen systems.
Knowledge of teleconference equipment (Microsoft Teams) or other related software.
Strong attention to detail, excellent interpersonal and direct communication skills, and demonstrated cross-cultural understanding and sensitivity.
Ability to see the big picture, while keeping an eye on the details.
Ability to represent the company and Regulatory and Medical Affairs in a highly professional manner.
Ability to take initiative with a positive attitude in all circumstances.
Flexible; independent problem solving and self-direction.
High School Diploma or equivalent is required.
Fluent in English

Nice To Haves

Background of working in an international business functional area is preferred.
Experience with Concur is strongly preferred.
B.A./B.S. or equivalent is preferred.

Responsibilities

Arrange domestic and international travel for Regulatory and US Field Medical Heads, including flights, trains, ground transport, hotels, etc.
Prepare relevant documentation and itinerary packages for traveling staff.
Coordinate real-time travel issues as they arise.
Prepare, submit, and track expense reports for Regulatory and US Field Medical Heads and direct reports.
Review expense reports for Regulatory and US Field Medical Heads and direct reports.
Initiate, manage, and complete the Procure to Pay (P2P) process, including initiation of contracts in compliance with SOP and policy, engagement of all necessary functions and systems for timely approvals and compliant contracting.
Establish and manage vendors in Accounts Payable systems.
Assist group heads with budget and spend reviews.
Create commitment requests and PO’s in alignment with departmental budgets, execute goods receipts for work performed/completed, and process invoices in K2, tracking of payments.
Upload fully executed agreements/contracts into iCAP and develop and maintain departmental repositories.
Maintain repository of documentation for IEPAC.
Meticulously manage calendars, including planning meetings, coordinating recurring events, and communicating with multiple parties to schedule large scale internal/external meetings.
Provide fluid support across corporate and personal calendars including travel and appointments.
Coordinate departmental meetings, along with scribing and action item tracking.
Coordinate small and large meetings and events, both on and off-site, in collaboration with administrative staff from other locations.
Follow up on actionable items arising from meetings, e.g., producing minutes and ensuring timely distribution of relevant documents.
Draft, edit, and proof various types of documents, including agreements, memos, correspondence, and presentation materials.
Perform additional duties and assigned projects to achieve overall business objectives.
Collaborate with local Talent Acquisition partners to coordinate interview scheduling for candidates and manage new hire onboarding and travel arrangements.