Executive Assistant​/Project Coordinator

## Executive Assistant/Project Coordinator Apply locations:
Cambridge (US) time type:
Full time posted on:
Posted Todayjob requisition :
R-21659
*
* Title:

** Executive Assistant/Project Coordinator
** Company:
** Ipsen Biopharmaceuticals Inc.
** About Ipsen:
** Ipsen is a mid-sized global biopharmaceutical company with a focus on transformative medicines in three therapeutic areas:
Oncology, Rare Disease and Neuroscience. Supported by nearly 100 years of development experience, with global hubs in the U.S., France and the U.K, we tackle areas of high unmet medical need through research and innovation. Our passionate teams in more than 40 countries are focused on what matters and endeavor every day to bring medicines to patients in 88 countries.

We build a workplace that champions human-centric leadership and fosters a culture of collaboration, excellence and impact. At Ipsen, every individual is empowered to be their true selves, grow and thrive alongside the company’s success. Join us on our journey towards sustainable growth, creating real impact on patients and society!

For more information, visit us at
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*
* Job Description:

**** WHAT -*
* ** Summary & Purpose of the Position
** The Executive Assistant and Project Coordinator provides high quality, comprehensive, and timely administrative and operational support to ensure seamless coordination and execution of activities across the US Regulatory Advertising and Promotion team and the US Field Medical team. This role is responsible for a broad range of administrative and project support functions, including complex calendar and travel management, expense processing, procurement and contract coordination, document preparation, repository management, and logistical support for meetings and events.

This role will serve as a key liaison between departmental leadership and internal and external partners, supporting efficient communication, accurate documentation, and compliant execution of operational processes. The role also contributes to project coordination activities, including meeting planning, scribing and tracking action items, facilitating vendor setup and procurement workflows, and collaborating with cross functional teams to ensure timely completion of deliverables.

In addition, the EA/PC will support ad hoc projects and evolving initiatives as needed to meet the ongoing needs of the teams.

This position reports directly to the Head of US Regulatory Advertising and Promotion, with a dotted line reporting relationship to the Head of US Field Medical, 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 and US Field Medical Heads, 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 and US Field Medical Heads and direct reports, as directed. Review expense reports for Regulatory and US Field Medical Heads and direct reports.
* 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 counter parties, 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…