Executive Assistant to the VP, Global CSO Organization

Job Description

This is a terrific opportunity for a highly versatile individual to work in a fast-paced environment providing executive administrative support to the Vice President, Global CSO Organization!

The Executive Assistant to the VP, Global CSO Organization manages a broad range of advanced and diversified tasks and details, handles highly sensitive and confidential information on a regular basis, and requires a high level of discretion.

The ideal candidate must have exceptional judgement, comprehensive experience, skill and knowledge of company operations, policies, practices, and procedures. Requires deep proficiency in a broad range of administrative, technical, and operational activities. The ideal candidate will have experience assessing and anticipating Executive needs and be comfortable with making independent decisions. In addition, the candidate will apply their extensive experience and creative problem-solving skills to work on projects that are complex in nature and have narrow deadlines while supporting operations more efficiently via the team’s SharePoint and tracking systems.  Confident under pressure and happy with multi-tasking, the candidate will be in a unique position to provide high-level executive support and contribute to Agilent's growth and success.

The role may be remote or in any Agilent site.  May be required to be on site for CSO leadership team meetings and other special events.  Given the global nature of the team, supporting multiple time zones will be required. 

Responsibilities include:

• Proactively manages calendars and schedules, including coordinating meeting logistics globally, as well as recurring internal staff meetings and other Executive level reviews. Maintains awareness of significant deadlines and plans proactively for them.

• Coordinates all aspects of travel arrangements including booking flights, hotel and local transportation; providing itineraries; and arranging visa/passport requirements as needed. Prepares and reconciles travel expense reports.

• Manages calendar for internal and external events, possibly assisting with the consolidation and distribution of meeting material, planning and management of webcasts so VP is prepared for each engagement.

• Communicates professionally with internal customers, external suppliers and regulatory authorities, other executives, and employees at all levels of the company.

• Manages the creation and tracking of large purchase orders. Works with the internal procurement team to add new suppliers to the vendor database, then works with finance to track monthly expenses for the department.

• Establishes and manages SharePoint databases for department.

• Responsible for ensuring Org Charts, job descriptions, training profiles and distribution lists are maintained and updated on Internal Group site.

• Supports CSO leaders and full team during meetings, events, correspondence, and communication activities including support in team organization, deadline tracking and meeting minutes.

• Create material for team communication events and meetings.  Manage team communication sites and work proactively with Agilent communication teams to ensure alignment of messaging.

• Responsible for providing On-Boarding support for new hires reporting to the VP.

• Understands and fully comply with SEC regulation Fair Disclosure which limits what can be shared about the company with internal and external individuals.

• As needed, may participate in and/or lead projects within the function including but not limited to: automation of monthly reporting, inspection and audit response tracking, supporting SPR activities and status tracking, goal & initiative status tracking, headcount and budget tracking, travel approval database, quality dashboard and KPI publishing.

Qualifications

• Associate degree and/or higher education, specialized training, or certification desired

• Prior experience providing administrative support at an executive level.

• 3-5+ years of experience is desired.

• Excellent judgment and discretion, high integrity.

• Strong verbal and written communication skills.

• Strong computer and technical skills and experience with collaboration and communication tools such as MS 365 business applications (Word, Excel, PowerPoint, Copilot (or similar), etc.).

• Proficient in use of collaboration tools such as Outlook, SharePoint, Teams, and Telepresence enabled Teams.

• Applying innovations through digital technologies to improve efficient and effective operations.

• Ability to work independently and as p