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Senior Administrative Assistant

Company: Ipsen Biopharmaceuticals, Inc.
Location: Cambridge
Posted on: February 16, 2020

Job Description:

Ipsen is a dynamic and growing global specialty-driven biopharmaceutical company, focused on innovation and specialty care. At Ipsen, we've created a workplace that recognizes and promotes an entrepreneurial spirit in our employees and are building a strong legacy of helping patients with difficult-to-treat diseases across oncology, neurosciences and rare diseases. We know we can only be better and smarter if we work diligently together as ONE Ipsen, across all functions and geographies. We strive to break down silos and empower teams to deliver effective therapeutic solutions through highly differentiated medicines for patients with unmet needs.We take pride in our culture, which is rooted in collaboration, to deliver results for our core customer - the patient. This level of involvement by cross-functional teams promotes a strong sense of unity and pulls together all colleagues locally and across our key geographies, which span 115 countries across North America, Europe and Asia. As a growing organization, Ipsen North America is comprised of our Cambridge, MA, Basking Ridge, NJ and Toronto, Canada locations, with employees supporting functions including Commercial Operations, R&D, Business Development and Technical Operations.Our employees are the driving force behind our mission at Ipsen, and to sustain their passion and focus every day, we offer a wealth of fulfilling challenges and growth opportunities through unique leadership and training programs. At Ipsen, you will work alongside industry leaders and contribute within a fast-moving and truly game-changing global organization, recognized for its talent and patient solutions. At Ipsen, we're making hope a reality for the patients we serve.Position SummaryThis position supports the Oncology marketing team. This position will be responsible for managing multiple calendars and regular interface with employees of all levels and external partners.ResponsibilitiesManage department calendars including individual and group meetings, coordinating facilities (e.g., room reservations, web and conference calls, audio/visual equipment and support and catering), actively soliciting input for managing conflicting priorities, pro-actively communicating schedule conflicts and providing copies of relevant documents other essential information to department team members (and others upon request) prior to meetings.The ability to manage multiple projects from beginning to end. Responsible for managing all administrative aspects of the project and developing a database to track every project. Contracts; Incumbent is responsible for taking direction from the manager on the elements of the contract, entering the contract into the contract management system, managing invoices and PO process, and ensuring all payments have been made.Provide administrative to department team members; including, proofreading, revising, editing and/or drafting documents such as agreements and other legal documentation,letters, reports, memos, presentations, emails etc. Production of materials for team and for meetings.Manage Excel spreadsheets for various projects and budgets and work cross-functionally with other departments (i.e. Finance)Coordinate domestic and international travel, aspects of travel logistics, (e.g., air, hotel, ground transportation, etc.) in compliance with Ipsen travel policies and preparing detailed itineraries from departure to return with minimal input from department team members.Discretely maintaining, coordinating and communicating highly confidential and sensitive information.Manage & Coordinate department activities, projects, filing system, department rosters, internal and field, vacation calendar, shipping, etc.Place, receive and manage phone calls for department team members, as applicablePrioritize incoming mail and documents including internal electronic and external internet mail anticipating any actions requiring deadlines are met or necessary follow-up.Core CompetenciesAbility to determine how to handle calendar conflicts and decision making when organizing the executives time are vital to success in this position. This also includes utilizing the most effective means of communication (Live Meeting, Teleconferences, and Videoconferencing).Work well independently as well as in a team environment.Strong word processing skills and proficiency in Microsoft software (Word, Excel, PowerPoint and Outlook).Excellent attention to detail, organizational and time management skills to prioritize and coordinate workload with minimal supervision.Being Proactive and demonstrate proactive problem solving.Strong verbal, written, and communication skillsMust be able to communicate with colleagues globally, handle international communications appropriately and professionally.Ability to handle confidential information in an appropriate manner.ExperienceMinimum of 5 years' experience supporting multiple staff membersMust have excellent customer-service orientation and a high degree of professionalismMust be proficient in the following applications: MS Word, MS Excel, MS PowerPoint, MS OutlookMust be flexible, able to manage multiple tasks, and have strong attention to detailAbility to effectively communicate with internal and external contacts at all levelsExcellent organizational, written and verbal communication skills a mustThe statements contained herein reflect general details as necessary to describe the principles functions for this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise balance workload.Ipsen Biopharmaceuticals, Inc. is an equal opportunity employer. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, sexual identity, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable federal, state or local law.Ipsen Biopharmaceuticals, Inc. conducts background screening, reference checks, and drug testing as part of its pre-employment screening process. This description is not intended to be constructed as an exhaustive list of duties, responsibilities, or requirements for the position. This position may change or assume additional duties at any time. The employee may be requested to perform different or additional duties as assigned.IPSEN is an equal opportunity employer that strictly prohibits unlawful discrimination. We recruit, employ, train, compensate, and promote without regard to an individual's race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, mental/physical disability, medical condition, marital status, veteran status, or any other characteristic protected by law.

Keywords: Ipsen Biopharmaceuticals, Inc., Boston , Senior Administrative Assistant, Administration, Clerical , Cambridge, Massachusetts

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