Administrative Assistant M/WIPSEN

The Administrative Assistant will provide comprehensive support to the Intellectual Property (IP) team in managing its administrative and budget activities. The role involves end-to-end ownership of delegated tasks, ensuring smooth coordination of internal processes, vendors, and external counsels, while maintaining high standards of accuracy and confidentiality.

Key Responsibilities

Provide Administrative Support for the IP Team

• Manage vendors and outside counsels in the follow-up of cost reports (e.g., request quotations on a recurring basis from suppliers and agents, and send billing guidelines).
• Facilitate document signatures as required.
• Document parallel import cases by scanning physical samples and updating the dedicated tracking spreadsheet.

Assist with the Management of Budgetary Processes

• Support the management of outside counsels and vendor relations.
• Set up new vendors or reactivate vendor profiles in the internal system.
• Assist with tasks related to the Patent and Trademark budget, including monthly updates to the budget spreadsheet.
• Contribute to the annual budget preparation: draft worksheets, gather input from attorneys, and compile data.
• Handle invoice-related tasks, including follow-up on statements of account received from vendors.
• Work with SAP and the accounting department to resolve invoicing issues.
• Assist in creating and following up purchase orders (goods receipt) within the Ipsen system.
• Help establish price lists with agents for IP formalities (e.g., filing fees).
• Participate in the implementation of e-invoicing solutions.

Provide Organizational Support to the IP Team

• Assist in managing IP tools (e.g., CPA, subscriptions).
• Manage file organization: ordering, returning, scanning, sorting, and archiving patent and trademark certificates.
• Coordinate departmental activities and serve as a liaison between the IP team and internal/external contacts.
• Support the organization of IP group meetings (IP Seminars, Global IP Team meetings, patent attorney meetings, etc.): manage agendas, produce minutes, and ensure timely distribution of materials.
• Coordinate IP team members' travel arrangements, reimbursements, and address real-time travel issues.
• Organize conference registrations and membership renewals for professional associations.
• Book conference rooms and coordinate both on-site and off-site meetings in collaboration with other administrative staff across international locations.
• Maintain and update key group documents such as the IP team roster, roles, and responsibilities.
• Assist in the management and organization of the IP Group SharePoint site.

Profile

• Executive Assistant diploma or equivalent, or experience/diploma in paralegal studies.
• Proven proficiency with office software and digital tools.
• Strong digital fluency and attention to detail

• French & english : fluent