Executive Assistant​/Project Coordinator

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  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.

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.

Follow-up actionable items arising from meetings e.g., producing minutes and ensuring timely distribution of relevant documents.

Preparing and managing documents; drafting, editing, and proofing various types of documents, including agreements, memos, correspondence, and presentation materials (e.g., PowerPoint presentations).Performing additional duties and assigned projects to achieve overall business objectives.

Collaborate with local Talent Acquisition partners to coordinate interview scheduling for candidates and manage new hire onboarding and travel arrangements.

HOW
- Knowledge & Experience Knowledge & Experience (essential):2+ years 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

Strong attention to detail, excellent interpersonal and direct communication skills, and demonstrated cross-cultural understanding and…