Senior Administrative Assistant

Ipsen; Mississauga; On-site; CAD 57,000 - 82,000; Full time

Job summary

Ipsen in Canada seeks a Sr. Administrative Assistant to provide comprehensive administrative support to assigned business areas. Responsibilities include calendar management, travel coordination, budget support, and coordination of team events, while handling highly confidential information with professionalism.

The role requires strong communication, multitasking, and organizational skills, with proficiency in Microsoft Office. English is essential; French is a plus.

Qualifications

• Strong communication skills and ability to relate well to internal and external customers.
• Must be flexible with high attention to detail.
• Ability to manage multiple tasks and projects simultaneously and be highly organized.
• Self-starter and results-oriented with a positive attitude.
• Proficient with Microsoft Office, especially Excel and PowerPoint.

Responsibilities

• Manage calendar for assigned ICLT members and departments, including meetings, facilities, and catering.
• Assist with general paperwork and maintain administrative needs.
• Manage the purchase to pay process (RFPs, vendor setup, PO setup, goods receipt, invoice coding).
• Act as a K2 and Ariba Super User and support teams accordingly.
• Act as a Meeting Room AV/IT Super User and support teams accordingly.
• Coordinate onboarding activities for new hires with HR.
• Support travel logistics and prepare detailed itineraries.
• Prepare, submit and track expense reports for assigned members.

Skills

Communication

Attention to detail

Multitasking

Organizational skills

Self-starter

English fluency

Team collaboration

Education

University degree or college diploma

Tools

Microsoft Excel

PowerPoint

Microsoft Word

K2

Ariba

Job description

Summary of Position

Sr. Administrative Assistant will be responsible to provide general administrative support to their assigned business areas, including calendar management, travel, managing the purchase to pay process, budget support, catering support, and coordination of team events/meetings. The Sr. Administrative Assistant will demonstrate the utmost professionalism and sensitivity to confidential information through their daily responsibilities. Strong communication skills are a key expectation of this customer-focused position.

Main Responsibilities & Technical Competencies

• Manage calendar for assigned ICLT members and departments as required, including coordinating individual and group meetings, facilities (e.g., room reservations, web and conference calls, audio/visual equipment and support and catering), actively soliciting input for managing conflicting priorities, pro-actively communicating schedule conflicts and providing copies of relevant documents and other essential information to department team members (and others upon request) prior to meetings.
• Assist with general paperwork (photocopying, scanning, binding, etc.) and maintain general administrative needs of the departments
• Manage the purchase to pay process (RFPs, commitment request, new vendor set-up, PO set-up, goods receipt, invoice coding, etc.)
• Act as a K2 and Ariba Super User and support teams accordingly
• Act as a meeting Room AV/IT Super User and support teams accordingly
• Coordinate onboarding activities for new hires within assigned teams, in conjunction with HR.
• Support travel logistics for assigned ICLT members in compliance with Ipsen travel and expense policies and prepare detailed itineraries from departure to return with minimal input from department team members.
• Provide support to the remainder of assigned teams for urgent situations.
• Prepare, submit and track expense reports for assigned ICLT members in accordance with the Ipsen travel and expenses policy and Canadian submission timelines, as necessary
• Discretely maintain, coordinate and communicate highly confidential and sensitive information
• Work collaboratively with administrative and operations support colleagues to:
  • Efficiently resolve day-to-day work issues
  • Identify and implement continuous improvement opportunities
  • Manage back‑up coverage due to vacations and unplanned vacancies
• Report any potential adverse events/safety information or product complaints for Ipsen products to the Medical Information and Pharmacovigilance department, per company requirements
• Perform other duties as assigned

Knowledge & Experience

• Strong communication skills (both verbal and written) and ability to relate well to internal and external customers
• Must be flexible and have a high attention to detail
• Must have the ability to manage multiple tasks and projects simultaneously and is very organized
• Self-starter and results-oriented with a positive, can‑do attitude
• Proficient with Microsoft Office, especially Excel and PowerPoint
• High level of organizational skills
• Able to work across multi‑disciplinary teams
• Must be able speak English.
• French speaking is an asset but not required.
• University degree or college diploma is preferred
• At least 1 year of experience as a Receptionist or Administrative Assistant in a corporate, professional environment preferred
• Database management and experience in survey development is an asset

The annual base salary range for this position is $57,000 - $82,000. This job is eligible to participate in our short‑term incentives program. 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.