Executive Assistant​/Project Coordinator

Overview

The Executive Assistant / Project Coordinator provides high‑quality administrative and operational support to the US Regulatory Advertising and Promotion team and the US Field Medical team. The role coordinates travel, expense reporting, procurement, document preparation, meeting planning and vendor management, and supports ad‑hoc projects.

• Arrange domestic and international travel for regulatory and medical heads, including flights, ground transport and accommodations.
• Prepare and manage travel itineraries and documentation.
• Coordinate real‑time travel issues.
• Prepare, submit and track expense reports for regulatory and medical heads.
• Oversee the complete procure‑to‑pay process: initiate contracts, manage vendors, create purchase orders, process invoices, and maintain departmental repositories.
• Maintain accurate calendars, schedule meetings, coordinate recurring events and large internal and external meetings.
• Scribe meeting minutes and track action items; distribute relevant documents.
• Draft, edit and proof documents such as agreements, memos, correspondence, presentations.
• Collaborate with Talent Acquisition on interview scheduling, new‑hire onboarding and travel arrangements.
• Support ad‑hoc projects and evolving initiatives across departments.

Essential: 2+ years as an Executive Assistant to senior executives, preferably in the pharmaceutical or international business sector.

Experience working in a globally‑matrixed organization, managing complex travel and meeting arrangements, proficiency with Microsoft Office, Ariba, K2 and related systems. Strong attention to detail, interpersonal skills and cross‑cultural sensitivity.

Preferred: Background in an international business functional area; experience with Concur.

Essential: High School Diploma or equivalent.

Preferred: B.A./B.S. or equivalent.

Fluent in English.

Hourly position with an annualized salary range of $85,000 to $110,000. Eligible for short‑term incentives program and comprehensive benefits package including 401(k) with company contributions, group medical, dental and vision coverage, life and disability insurance, flexible spending accounts, parental leave, paid time off, wellness allowance and commuter benefits.

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, marital status, veteran or military status, disability, genetic information or any other protected category. Background screening, reference checks and drug testing may be part of the pre‑employment process.