Senior Administrative Assistant

The Sr. Administrative Assistant will be responsible to provide general administrative support to their assigned business areas, including, calendar management, travel, managing the purchase to pay process, budget support, catering support, and coordination of team events/meetings. The Sr. Administrative Assistant will demonstrate the utmost professionalism and sensitivity to confidential information through their daily responsibilities. Strong communication skills are a key expectation of this customer-focused position.

Main Responsibilities

Manage calendar for assigned ICLT members and departments as required, including coordinating individual and group meetings, 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 and other essential information to department team members (and others upon request) prior to meetings.

Assist with general paperwork (photocopying, scanning, binding, etc.) and maintain general administrative needs of the departments

Manage the purchase to pay process (RFPs, commitment request, new vendor set-up, PO set-up, goods receipt, invoice coding, etc.)

Act as a K2 and Ariba Super User and support teams accordingly

Act as a meeting Room AV/IT Super User and support teams accordingly

Coordinate onboarding activities for new hires within assigned teams, in conjunction with HR.

Support travel logistics for assigned ICLT members in compliance with Ipsen travel and expense policies and prepare detailed itineraries from departure to return with minimal input from department team members.

Provide support to the remainder of assigned teams for urgent situations.

Prepare, submit and track expense reports for assigned ICLT members in accordance with the Ipsen travel and expenses policy and Canadian submission timelines, as necessary

Discretely maintain, coordinate and communicate highly confidential and sensitive information

Work collaboratively with administrative and operations support colleagues to:

Efficiently resolve day-to-day work issues

Identify and implement continuous improvement opportunities

Manage back-up coverage due to vacations and unplanned vacancies

Report any potential adverse events/safety information or products complaints for Ipsen products to the Medical Information and Pharmacovigilance department, per company requirements

Perform other duties as assigned

Knowledge & Experience

University degree or college diploma preferred

Strong communication skills (both verbal and written) and ability to relate well to internal and external customers

Must be flexible and have a high attention to detail

Must have the ability to manage multiple tasks and projects simultaneously and is very organized

Self-starter and results-oriented with a positive, can-do attitude

Proficient with Microsoft Office, especially Excel and PowerPoint

High level of organizational skills

Able to work across multi-disciplinary teams

Must be able to speak English, Frech preferred

At least 1 year of experience as a Receptionist or Administrative Assistant in a corporate, professional environment preferred

Database management and experience in survey development is an asset