Executive Administrative Assistant

Position Summary:

The primary responsibility of this position is to provide executive-level administrative support to several Vice Presidents in the Clinical Operations-North America division.  This position will partner with other administrative assistants throughout the company in a professional and collaborative relationship ensuring seamless support to both internal and external customers.

Primary Responsibilities:

• Provide confidential administrative support to several Vice Presidents in the Clinical Operations-North America and their respective teams. 
• Assist with meetings such as creating PowerPoints, creating agendas, managing complex travel agendas, calendaring, recording live meetings, taking minute notes, and distributing notes and recorded calls. Meetings included but not limited to CSO Leadership Staff Meetings, CSO Live TEAMS Quarterly Objectives Updates, Business Reviews, etc.
• Calendar management, scheduling and arranging meetings in a dynamic and agile manner is a critical and key component of success in this role.
• Assess competing priorities and makes balanced judgments based on the needs of the senior leaders. Proactively communicates all relevant issues and potential conflicts.
• Maintain highly confidential information.
• Complete and submit expense reports.
• Manage complex travel agendas and yearly functional agendas.
• Prepare visitors’ agendas, reservations, and travel arrangements.
• Using Microsoft Office, create and develop complex presentations, spreadsheets, reports, & documents.
• Coordinate internal and off-site CSO meetings, events, functions, and general meeting support including arranging/supporting regional and national meetings; assisting with annual, mid-year, and NACOM summit events; and planning/coordinating team member events and activities.
• Participate in and occasionally lead committees that directly impact CSO.
• Proactively collaborate with other leaders and administrative assistants to meet timelines and deliverables.
• Manage administrative orders, building requests and IT requests for senior leaders.
• General office management. Participate in department continuous improvement initiatives.
• Present a professional and positive attitude of the company recognizing that employees are the foundation of our success. Maintain a professional demeanor and office decorum at all times.  
• Perform all work in compliance with company policy and within the guidelines of the bioMerieux Quality System. Perform duties with integrity and a high degree of ethics.
• Back up to CSO Business Coordinator when needed

Education, Skills, & Experience:

• Associate’s degree in Business, Technology or related field 5+ years increasing levels of executive administrative experience.
  
  • In lieu of a degree, High School Diploma/GED with 7+ years increasing levels of executive administrative experience also accepted
• Experience supporting high level executives on multiple priorities 
• Experience supporting Executives in Commercial Operations of a large global company highly preferred.
• Experience with Egencia and Concur preferred.
• Event/Project Management experience preferred
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) to enhance productivity, efficiency, communication, and decision making. Strong Outlook and calendar management skill is critical.
• Adaptable and flexible to adjust to changing demands, timelines, and deliverables.
• Strong attention to detail. Effective time and project management skills. Effective prioritization and organizational skills.

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