Executive Assistant

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 of Global Quality (GQ) for the Life Sciences and Diagnostics Group (LDG). The VP, GQ for LDG leads the global quality and regulatory affairs organization for LDG and has oversight for ensuring consistent targeted quality of products by developing, refining and implementing quality programs and processes that enable LDG to develop and market products and services that impactfully serve customers while operating in a compliance manner.  The VP, GQ, LDG serves as a key member of both the Global Quality and Regulatory Affairs and the LDG executive leadership teams and will work in close partnership with the other leaders to refine and execute the multi-year LDG strategy.

The Executive Assistant to the VP, GQ, LDG 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 LDG leadership team meetings and other special events.  Given the global nature of the team, supporting multiple time zones will be required.  The position directly supports VP, GQ, LDG and indirectly, the LDG GQ leadership team.  The position may occasionally provide back-up support to Executive Assistants of the Chief Quality & Regulatory Officer and other GQRA VPs.

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 GQ, LDG 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 complies 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 expe