Executive Assistant (Bangkok)

Ipsen (Bangkok, Bangkok City, Thailand)

Bangkok, Thailand

Ipsen is a French leading global mid-size biopharmaceutical company headquartered in Paris, France focusing its efforts where unmet medical needs are greatest. Ipsen develops and commercializes innovative medicines in three key therapeutic areas - Oncology, Rare Disease and Neuroscience. We have over 5000 employees worldwide and our medicines are registered in more than 100 countries, with direct commercial presence in over 30 countries. Ipsen has 4 global R&D hubs and 3 pharmaceutical development centers around the world.

About this position

Please note that this role is based in Bangkok supporting our Thailand business. The Executive Assistant is required to be highly organised and proactive to support the Head of Sales and leadership team within the Commercial function. The incumbent will have a solid administrative background, excellent communication skills, and the ability to manage multiple tasks efficiently in a fast-paced environment. This role requires discretion, attention to detail, and the capacity to handle sensitive information with integrity.

Responsibilities

• Calendar Management: Maintain and manage the executive's calendar, including scheduling, rescheduling, and cancelling meetings based on priority and necessity.
• Travel Arrangements: Plan and organise all aspects of travel, including flights, accommodations, ground transportation, and itinerary coordination, ensuring adherence to travel policies and optimising cost and efficiency.
• Expense Management: Process and reconcile expense reports and invoices, ensuring all expenses are accurately recorded and submitted per company policies.
• General Office Facilities/IT: Point of contact (POC) for coordination of activities associated with the maintenance of building facilities and IT Asset management.
• Administration: Includes purchase orders and supporting payment processes, including membership renewals, name cards, etc., for the local office.
• Correspondence Handling: Manage incoming and outgoing communications, including emails, phone calls, and postal mail. Screen and prioritize messages and requests, ensuring critical information is relayed promptly.
• Stakeholder Interaction: Act as a liaison between the executive and other internal departments, external partners, and stakeholders. Facilitate smooth communication and maintain professional relationships.
• Report Drafting: Prepare and edit business reports. Ensure documents are formatted according to company standards and contain accurate and relevant information.
• Presentation Support: Develop and refine PowerPoint presentations and other supporting materials for meetings, conferences, or pitches. Work collaboratively with other departments to gather necessary data and visuals.
• Logistics Management: Handle all logistical aspects of meetings and events, including venue selection, catering, technology setup (like video conferencing tools), and on-site coordination.
• Minute Taking: Attend meetings to take detailed minutes, noting key decisions and action items. Distribute meeting notes to relevant parties and follow up on action items to ensure completion.
• Project Tracking: Assist in managing projects by tracking deadlines, milestones, and deliverables. Use project management tools to keep all project information organized and accessible.
• Resource Coordination: Coordinate the allocation of resources such as personnel, budgets, and information to ensure successful project execution.
• Collaborate with internal and external stakeholders to ensure alignment and support for business excellence projects.

Requirements

• Highly organised and proactive.
• Solid administrative background.
• Excellent communication skills.
• Ability to manage multiple tasks efficiently in a fast-paced environment.
• Discretion and attention to detail.
• Capacity to handle sensitive information with integrity.