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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.
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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
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Education / Certifications:
Ideal:
- GCSE/A Level (or equivalent) with degree or appropriate administrative qualification
Minimum:
- Administration/ Finance 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
- Experience within finance operating systems
Ideal/ Desirable Experience:
- Experience working in the Pharmaceutical sector
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