Executive Assistant / Project Coordinator, Legal Team

The Executive Assistant (EA) / Project Coordinator supports the Senior Vice President, North America General Counsel, and other members of the North America (NA) Legal team, as applicable. The Executive Assistant / Project Coordinator provides administrative and project support to the NA Legal Team as assigned to ensure the smooth functioning of the team’s activities to plan, coordinate, and implement departmental initiatives.Main Responsibilities & Job ExpectationsExecutive Assistant (70%):Manage department calendars, coordinating facilities (e.g., room reservations, web and conference calls, audio/visual equipment and support, catering), actively soliciting input for managing conflicting priorities, and proactively communicating and resolving schedule conflicts.Coordinate domestic and international travel for department members including: travel logistics (e.g., air, hotel, ground transportation, etc.) in compliance with Ipsen travel policies; preparing detailed itineraries from departure to return; processing expense reports in Concur for department members. Coordinate and manage all in-town engagements including reservations and transportation.Provide administrative and word processing support to department team members including proofreading, editing, and developing PowerPoint slidesProduce (in Word and Power Point) and distribute a variety of materials for department use as well as for department and cross functional meetings.Prioritize incoming communications (mail, email, calls) while anticipating and efficiently communicating any required actions/deadlines.Track attorneys’ annual Continuing Legal Education requirementsCoordinating closely with Assistant General Counsel and Head of Legal Strategic Operations, support planning and coordination of team meetings, including offsite meetings and team social activitiesComply with all laws, regulations and policies that govern the conduct of Ipsen U.S. staffProject Coordinator (30%):Coordinating closely with Assistant General Counsel and Head of Legal Strategic Operations, manage NA Legal department budget processes, including regular meetings with Finance, matter management and invoice processing, communications with vendors and law firms, and budget submissionsWith the support of other Legal Department members, manage ad hoc projects, as requested by NA General Counsel, Assistant General Counsel, Head of Legal Strategic Operations, or other department team membersFor assigned projects, serve as the primary point of contact for all project-related matters, including but not limited to, researching and analyzing the project issues, identifying and recommending solutions, maintaining a schedule, and resolving issues to ensure that projects are completed on time.Coordinate and liaise with attorneys and staff as neededHandle multiple projects simultaneously while maintaining a high level of accuracy and attention to detail.Use sound judgment and discretion when handling confidential informationKnowledge, Abilities & ExperienceBachelor’s degree from accredited college or university a plus. PMP or other project management certification is an assetMininum 5 years of administrative experience supporting multiple team members including Executive/VP level. Law firm experience is a plus, as is Pharmaceutical/Biotech/Health-related fieldThe annual base salary range for this position is $75,000 - $110,000 paid on an hourly basis.This job is eligible to participate in our short-term incentives program. At Ipsen we are proud to offer a comprehensive employee benefits package, including 401(k) with company contributions, group medical, dental and vision coverage, life and disability insurance, short- and long-term disability insurance, as well as flexible spending accounts. Ipsen also provides parental leave, paid time off, a discretionary winter shutdown, well-being allowance, commuter benefits, and much more.The pay range displayed above is the range of base pay compensation within which Ipsen expects to pay for this role at the time of this posting. Individual compensation within this range depends on a variety of factors, including, but not limited to, prior education and experience, job-related knowledge and demonstrated skills.