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.
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
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 speak English.
French speaking is an asset but not required.
University degree or college diploma is 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
We are committed to creating a workplace where everyone feels heard, valued, and supported; where we embrace “The Real Us”. The value we place on different perspectives and experiences drives our commitment to inclusion and equal opportunities. When we include diverse ways of thinking, we make more thoughtful decisions and discover more innovative solutions. Together we strive to better understand the communities we serve. This means we also want to help you perform at your best when applying for a role with us. If you require any adjustments or support during the application process, please let the recruitment team know. This information will be handled with care and will not affect the outcome of your application.
