Executive Assistant

• Provide hands-on support to relocated employees, ensuring smooth settling-in in France
• Act as the main point of contact for all local administrative matters related to relocation
• Personally assist with and coordinate key administrative processes, including: social security registration (sécurité sociale) healthcare enrollment (mutuelle) residence registration and other mandatory local procedures
• Liaise directly with French authorities and institutions (prefecture, CPAM, banks, utility providers, etc.)
• Guide employees through local administrative requirements and, when needed, accompany or represent them in interactions with authorities
• Support practical aspects of relocation such as opening bank accounts, setting up utilities, and handling essential paperwork
• Coordinate with external advisors (legal, tax, immigration) when required and ensure proper follow-up
• Manage documentation and ensure all administrative processes are completed accurately and on time
• Handle ongoing administrative queries from relocated employees and resolve issues proactively
• Provide ad hoc executive support related to local administrative matters

Executive Assistant – Relocation, Local Administration

• Provide effective operational support to the Oncology Global Medical team with a strong focus on budget management: Ensure accurate and timely closing month/quarter end
• Prepare quarterly forecasts
• Monthly analyse of the figures with the controlling to identify gaps versus expected phasing
• Operational processing of purchase requisitions and purchase orders.
• Organising paperwork and contract signatures.
• Set up of new suppliers working closely with Ipsen 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.
• 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.
• Manage travel, calendar and visitor logistics (including itineraries).
• Review and gain approval for expenses.
• 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 in line with Ipsen’s strategy.
• Supporting timely delivery of project activities.
• Support preparation of business documentation.
• Support current processes and continuous improvement activities.

See all jobs on JobTailor

Executive Assistant – Relocation, Local Administration

Executive Assistant