Team Assistant

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

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