Role: Team Assistant (Admin)
Department: Medical Affairs
Location: London, UK
Hybrid Working: 3 days on-site required (min expected)
IR35 Status: Inside
Role Duties:
Provide effective operational support to the Global Medical team with a strong focus on:
* Operational processing of purchase requisitions and purchase orders.
* Organising paperwork and contract signatures.
* Set up of new suppliers working closely with Procurement.
* Working closely with team members on goods receipting and tracking budget spend.
* Maintaining and updating accurate records to keep track of status and progress.
Provide effective administrative support to the Global Medical team with a focus on:
* Coordination and set up of Leadership meetings, managing logistics and ensuring agendas and corresponding documentation are available and distributed.
* Attend key meetings and take minutes as needed.
* Management of diaries and scheduling of meetings.
* Coordinate with administrative support staff across the wider Ipsen team.
* Be the back-up for the Executive Assistant to cover for holidays or other absence.
* Manage travel, calendar and visitor logistics (including itineraries).
* Review and gain approval for expenses.
The individual will be expected to:
* Learn functional aspects of the business to help support organisation requirements
* Provide highly proactive communication and organisation skills, engaging and supporting stakeholders to meet operational deadlines
* Proactive engagement with staff & key stakeholders, across and outside of the business to help drive forward the Department
* Supporting timely delivery of project activities
* Support preparation of business documentation
* Support current processes and continuous improvement activities
Education / Certifications:
* Ideal: GCSE/A Level (or equivalent) with degree or appropriate administrational qualification
* Minimum: Administration related experience
Mandatory Experience:
* 4 years minimum experience as in either Administrative support for Director levels and/or Finance & Procurement administration roles
* Experience of planning and executing events
* Experience in communicating with stakeholders at all levels within a large organisation
* Experience working with systems such as: Adobe Sign, Ariba, SAP, Concur
Ideal/ Desirable Experience:
* Experience working in the Pharmaceutical sector