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Personal Assistant

Published on 21.05.2020

Company

Website : https://www.ipsen.com/
Industries :
Pharmaceutical industry
Services other
Health, pharmacy, hospitals, medical equipment
Job ads : See our Job Ads
IPSEN is a leading biopharmaceutical group dedicated to improving lives through innovative medicines in oncology, neuroscience and rare diseases. read more

Job Ad & Profile Description

Position : Personal Assistant

Provide international comprehensive support, assistance and training on the following activities: administrative and organizational support, records management, travel, purchase requisitions. Will also provide an efficient and operational support to day to day activities and will efficiently and autonomously manage ad hoc specific projects

Responsibilities & Tasks

  • To contribute to the continuous improvement and efficiency of the R&D admin function liaising with the other assistants in Les Ulis, Boulogne and Cambridge (US)
  • To work proactively to ensure the efficient administration of the departments
  • Manage the preparation for new hires including contractors, preparing induction meetings, necessary systems access etc., and ensuring a smooth and efficient on-boarding in coordination with Human Resources. Manage the preparation and coordination of the leavers process (contractors and Ipsen employees), ensuring activities are conducted in a timely and efficient manner.
  • Ensure security and confidentiality data
  • Ensure efficient and effective management of meetings, and events, both on and off-site in collaboration with administrative partners from other Ipsen locations, both domestically and internationally, as appropriate. Manage budgets for events within the appropriate parameters. Redaction of minutes and organisation of events
  • Use company-approved travel vendors to arrange domestic and international travel for the VP/Director of function, including flights, trains, ground transport, hotels, taxi, etc. prepare relevant documentation and itinerary packages to traveling staff in a timely manner prior to departures. Coordinate real time travel issues as they arise. Manage travel according to Ipsen’s Global travel policy using good judgement.
  • Provide support to the site and training on the tools related to the submission of expenses using Concur (on how to book their own travel).
  • Provide administrative assistance with general paperwork and filings.
  • Ensure that visits by outside guests and / or visiting Ipsen colleagues are managed effectively to include: notification of visitors to Security and others as appropriate; conference room reservations, catering needs and IT needs.
  • Place conference registrations and membership renewals for professional organisations for the team when requested.
  • Managing the tracking of training ensuring all department training is captured, monitored and recorded to remain compliant with Ipsen policies and all required training necessary for the roles. Monitor and track compliance with all safety related policies.
  • Maintain updated org charts and contact list updated including contractors
  • Monitor to ensure the teams are compliant with all company policies and procedures
  • Provide cover during absence and holiday to other Pas
  • Support calendar alignment for wider (cross-department/functional) meetings
  • Manage the Purchasing process
  • Management of the SharePoint site
  • Create a range of documents, e.g. CDA’s, consulting agreements and Work orders (SOW) liaising with Legal team and other functions as required to ensure compliance. Ensuring that a relevant Purchase order is raised and followed up using SAP and K2 to support the cost of the contract.
  • Support with arranging team events both on and off-site (booking of facilities, provision of amenities, etc.)
  • Support booking and registration for conferences
  • Support HRD in some travels and expenses
  • Maintain list of internal employees and contractors on site
  • Ensure Security checks for internal employees and contractors
  • Contribute to trainings organisation on site (logistics, room booking, materials, point of contact)
  • Coordinate the onboarding/induction session and preparation
  • Maintain the improvement of the onboarding/induction for the site
  • Raise and follow Purchase order for the HR Team (HRD and Talent Acquisition Specialist)
Required profile for job ad : Personal Assistant
  • Demonstrable experience in a PA or EA role
  • Background of working in the pharmaceutical or biotech industry, or else research and development environment.
  • IT knowledgeable. Knowledge of SAP, iCap and Concur systems is a plus.
  • Ability to manage multiple tasks and adapt to a fast-paced and dynamic environment.
  • Ability to work under significant pressure with challenging deadlines.
  • Exceptional organisational skills and strict attention to detail is an absolute must.
  • Demonstrated ability to build effective business partnerships.
  • Technical aptitude with detailed understanding of Purchase to Pay processes and systems.
  • Proven analytical and creative problem-solving skills.
  • Advanced working knowledge of Microsoft Excel.

Minimum:

  • HS Diploma or 5 GCSE or equivalent, to include maths and English
  • Demonstrated ability to work within a global matrixed organisation and a remote team
  • Background of providing full service administrative support
  • Demonstrated ability to manage multiple, complex travel arrangements
  • Demonstrated ability to plan all aspects of complex meetings – on and off-site
Job criteria for job ad : Personal Assistant
Job category :
Management
Industries :
Health, pharmacy, hospitals, medical equipment
Pharmaceutical industry
Services other
Employment type :
Permanent contract
Region :
Bulawayo - Harare - Manicaland - Mashonaland Central - Mashonaland East - Mashonaland West - Masvingo - Matabeleland North - Matabeleland South - Midlands - International
City : Milton Park
Experience level :
2 to 5 years
Educational level :
Bachelor
Number of Position(s) : 9

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