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Apac Executive Assistant and Operations

2 weeks ago

Singapore IPSEN Full time

**Title**:
APAC Executive Assistant and Operations

**Company**:
Ipsen Pharma Singapore PTE. LTD.

At Ipsen we share a strong sense of purpose: to prolong patients’ lives, improve health outcomes and create a positive impact for patients and society.

This deeply rooted purpose is at the heart of what we do, as we operate in highly specialized areas of healthcare: oncology, rare diseases and neuroscience. It is also an exciting time at Ipsen. We are on an incredible growth and transformation trajectory. In 2021/2 we closed 12 deals for new assets and are building a commercialisation engine to position us for future acceleration.

If you want to be part of a team who is passionate and committed to finding innovative solutions which add value to patients and healthcare systems and who will go the extra mile with tenacity and persistence to achieve our goals, then Ipsen could be the right place for you.

Come and join us in our mission
- This role is to provide a high quality, comprehensive, accurate and timely Executive Administration and Operations service to the Head of Asia Pacific (excluding China).
- To ensure co-ordination across the APAC region for the manager thereby providing seamless day to day operational support that facilitates the timely execution of their responsibilities.
- The role will ensure operational support in additional to a proactive approach to manage the complexity associated with travel itineraries, Expenses, Diary Management and other administrative tasks as required. To lead on internal comms across the region.
- To support operations of the APAC Leadership Team. To act as a key contact for International Operations LT (IOLT) and global teams

**Main responsibilities and tasks**
- ** Executive Assistant and Operations to Head of APAC (exc. China)**
- To proactively co-ordinate personal written and verbal communication, time management, meeting organisation, document administration and travel arrangements for manager.
- To follow up actionable items arising from meetings e.g. producing action items and ensuring timely distribution of relevant documents.
- To manage incoming calls/correspondence and handle appropriately.
- To ensure confidential matters associated with the business are managed in a professional, timely and effective manner.
- To co-ordinate trips (non-HCP) involving external customers.
- To co-ordinate global visitors to APAC Office in Singapore (including management of meeting, logistics, etc)
- To organise and maintain a comprehensive, accurate, up-to-date electronic and paper filing system.
- To plan and co-ordinate activities in collaboration with other Group functions as required.
- To raise purchase orders and process expenses for manager as required.
- Responsible for logistics associated with meetings, exchange of key documents etc. with executives internally at Ipsen and externally in Pharma and other companies.
- APAC Leadership Team (LT) liaison including, but not limited to:

- Scheduling & management of Business Reviews
- Objective setting
- performance reviews
- Ensuring key deadlines are met
- To communicate regularly with other key members of the APAC Region to ensure rapid two-way flow of information and contribute to effective team working, encouraging sharing of knowledge, skills, ideas and best practice as required.
- To build and maintain a good working knowledge of Ipsen’s products, the business and the systems required to perform the role efficiently and effectively.
- To perform any other activities as may reasonably be required from time to time.
- To complete all the above activities within the framework and in compliance with Ipsen SOPs (Standard Operating Procedures) and company policies, health and safety requirements, the Medicines Act and Industry Codes of Practice/Regulations.
- ** Support of LT’s across APAC Region (exc China)**
- To ensure effective and timely communication across direct reports for line manager
- Leverage/share best practice across APAC countries. Act as a key conduit for sharing information.
- System/process improvement across Region in association with other EA’s/ operation managers.
- Event management that involves the broad LT, ensuring the are effective, efficient and work with local affiliates.
- Continual appraisal of systems & processes, engage and align key internal stakeholders (e.g. Finance, HR) to share best practice and achieve operational excellence.
- Support Business Reviews for region and co-ordinate global visitors, Town Hall Meetings, LT Meetings
- ** Co-ordinating CSR for APAC (exc. China)**
- APAC (exc. China) representative for CSR initiatives and global projects
- Ensure coordination and compilation of CSR projects and outcomes with the local country CSR representatives
- ** Drive internal communications across APAC (exc. China)**
- Driver of internal communications for the region. Coordinate, plan and execute internal comms across APAC (exc China) region
- Key liaison/point of conta