Senior Administrative Assistant

Ipsen Pharma (SAS); Mississauga; On-site; CAD 45,000 - 60,000; Full time

Job summary

Ipsen is seeking a Sr. Administrative Assistant to deliver essential admin support across assigned business areas. You will manage calendars, travel, and the purchase‑to‑pay workflow while maintaining confidential information with professionalism.

Strong communication, organization, and MS Office proficiency are required. English is essential; French is preferred. At Ipsen you will contribute to a collaborative team and support multiple departments in a fast‑paced environment.

Qualifications

• University degree or college diploma preferred.
• Strong communication skills and ability to relate well to internal and external customers.
• Must be flexible and have a high attention to detail.
• Must be able to manage multiple tasks and projects simultaneously and be very organized.
• At least 1 year of experience as a Receptionist or Administrative Assistant in a corporate environment preferred.
• Proficient with Microsoft Office, especially Excel and PowerPoint.
• English required; French preferred.

Responsibilities

• Manage calendar for assigned Ipsen team members and departments, including meetings, facilities, and catering.
• Assist with general paperwork and maintain administrative needs of departments.
• Manage the purchase to pay process (RFPs, vendor setup, PO setup, invoices).
• Act as a user for K2 and Ariba and support teams accordingly.
• Coordinate onboarding activities for new hires with HR.
• Provide travel logistics support and create detailed itineraries.
• Prepare, submit and track expense reports per policy.
• Maintain highly confidential information and collaborate with colleagues to resolve issues.

Skills

Communication skills

Organization skills

Multi-tasking

Microsoft Office skills (Excel/PowerPt

Education

University degree or college diploma

Tools

Microsoft Office (Excel/PowerPoint)

Job description

About Ipsen

Ipsen is a mid‑sized global biopharmaceutical company with a focus on transformative medicines in three therapeutic areas: Oncology, Rare Disease and Neuroscience. Supported by nearly 100 years of development experience, with global hubs in the U.S., France and the U.K, we tackle areas of high unmet medical need through research and innovation. Our passionate teams in more than 40 countries are focused on what matters and endeavour every day to bring medicines to patients in 88 countries. We build a workplace that champions human‑centric leadership and fosters a culture of collaboration, excellence and impact. At Ipsen, every individual is empowered to be their true selves, grow and thrive alongside the company’s success. Join us on our journey towards sustainable growth, creating real impact on patients and society! For more information, visit us at https://www.ipsen.com/ and follow our latest news on LinkedIn and Instagram.

Job Description

Summary The 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

• 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

• University degree or college diploma preferred.
• 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 to speak English, Frech 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.

We are committed to creating a workplace where everyone feels heard, valued, and supported; where we embrace “The Real Us”. The value we place on different perspectives and experiences drives our commitment to inclusion and equal opportunities. When we include diverse ways of thinking, we make more thoughtful decisions and discover more innovative solutions. Together we strive to better understand the communities we serve. This means we also want to help you perform at your best when applying for a role with us. If you require any adjustments or support during the application process, please let the recruitment team know. This information will be handled with care and will not affect the outcome of your application. At Ipsen, each employee makes a real impact. Our teams are passionate about what they do because they care about making a difference in patients’ lives. We invest in our employees to support life‑changing projects that create positive impact for patients and society.