WHAT - Summary & Purpose of the Position
As Executive Assistant, you will provide a high quality, comprehensive, accurate and timely administrative service, 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 reports directly to the Head of US Regulatory Affairs & Quality (60%) and has a dotted line reporting relationship to the Head of US Government Affairs (40%), supporting initiatives across both departments.
WHAT - Main Responsibilities & Technical Competencies

Responsibilities will include, but are not limited to the following:

• Travel: Using company-approved travel vendors, arrange domestic and international travel for Regulatory team members, including flights, trains, ground transport, hotels, etc. Prepare relevant documentation and itinerary packages for traveling staff in a timely manner prior to their departure. Coordinate real-time travel issues as they arise.
• Preparing, submitting, and tracking expense reports for Regulatory head and direct reports, as directed.
• Initiation, management, and completion of Procure to Pay (P2P) process in its entirety, including, but not limited to:
• Initiation of contracts in compliance with SOP and policy, including engagement of all functions (Procurement, Legal, Business Ethics, Advocacy, Finance), contracting counterparties, and systems necessary for timely approvals and compliant contracting.
• Establishment and management of vendors in Accounts Payable systems.
• Assisting group heads with budget and spend reviews.
• In alignment with departmental budgets, creating commitment requests and PO’s, executing goods receipts for work performed/completed, and processing invoices in K2, tracking of payments.
• Uploading fully executed agreements/contracts into iCAP and development and maintenance of departmental repositories. Maintain repository of documentation for IEPAC.
• 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.
• Coordinate departmental meetings, along with scribing and action item tracking.
• 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.

HOW - KNOWLEDGE & EXPERIENCE

Knowledge & Experience (essential):

• 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
• A strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity
• Demonstrated experience managing multiple and complex travel arrangements while planning all aspects of complex meetings, on and off-site.
• Experience with Concur is preferred.
• Ability to see the big picture, while keeping an eye on the details.
• Availity to represent the company and the site VP in a highly professional manger.
• Ability to take initiative with a positive attitude in all circumstances.
• Flexible; independent problem solving and self-direction.

Knowledge & Experience (preferred):

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

Education / Certifications (essential):

• High School Diploma or equivalent is required.

Education / Certifications (preferred):

• B.A./B.S. or equivalent is preferred.

Language(s) (essential):

• Fluent in English

• Travel: Using company-approved travel vendors, arrange domestic and international travel for Regulatory team members, including flights, trains, ground transport, hotels, etc. Prepare relevant documentation and itinerary packages for traveling staff in a timely manner prior to their departure. Coordinate real-time travel issues as they arise.
• Preparing, submitting, and tracking expense reports for Regulatory head and direct reports, as directed.
• Initiation, management, and completion of Procure to Pay (P2P) process in its entirety, including, but not limited to:
• Initiation of contracts in compliance with SOP and policy, including engagement of all functions (Procurement, Legal, Business Ethics, Advocacy, Finance), contracting counterparties, and systems necessary for timely approvals and compliant contracting.
• Establishment and management of vendors in Accounts Payable systems.
• Assisting group heads with budget and spend reviews.
• In alignment with departmental budgets, creating commitment requests and PO’s, executing goods receipts for work performed/completed, and processing invoices in K2, tracking of payments.
• Uploading fully executed agreements/contracts into iCAP and development and maintenance of departmental repositories. Maintain repository of documentation for IEPAC.
• 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.
• Coordinate departmental meetings, along with scribing and action item tracking.
• 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