Executive Assistant

Ipsen • Cambridge, MA

33d • $75,000 - $110,000

About The Position

As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service to the manager, with responsibility for all administrative and logistical functions and ensuring a professional interface, seamless communication and optimal coordination of activities on their behalf. This role will support our SVP, Early Development within the R&D function.

Requirements

• High School Diploma or equivalent is required; B.A./B.S. or equivalent is preferred
• 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
• English

Nice To Haves

• Background of working in an international business functional area is preferred

Responsibilities

• Preparing, submitting and tracking expense reports for the team, as necessary
• Creating commitment requests and PO’s, executing goods receipts for work performed/completed, and processing invoices in K2
• Uploading fully executed agreements/contracts into iCAP
• Travel: Using company-approved travel vendors, arrange domestic and international travel for team members, including flights, trains, ground transport, hotels, etc. Prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to their departure. Coordinate real-time travel issues as they arise
• Maintaining calendars of designated team members as required: Responsible for meticulous calendar management, including planning meetings, coordinating recurring event and communicating with multiple parties to schedule large scale internal/external meetings
• Organizing conference registrations & membership renewals for professional organizations
• Providing fluid support across both corporate and personal calendars including travel and appointments
• Coordinating small and large meetings and events, both on and off-site, in collaboration with administrative staff from other locations, both domestic and international, as appropriate
• Preparing and managing documents; drafting, editing and proofing various types of documents, including agreements, memos, correspondence and presentation materials (e.g., PowerPoint presentations)
• Follow-up actionable items arise from meetings e.g. producing minutes and ensuring timely distribution of relevant documents
• Performing additional duties and assigned projects to achieve overall business objectives

Benefits

• comprehensive employee benefits package, including 401(k) with company contributions, group medical, dental and vision coverage, life and disability insurance, short- and long-term disability insurance, as well as flexible spending accounts
• parental leave, paid time off, a discretionary winter shutdown, well-being allowance, commuter benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED