Executive Assistant – AVP GQRA AMPD
Agilent Technologies
full-time
Posted on:
Location Type: Remote
Location: Remote • Colorado • 🇺🇸 United States
Visit company websiteSalary
💰 $31 - $49 per hour
Job Level
Lead
About the role
- Proactively manages calendars and schedules, including coordinating meeting logistics globally, as well as recurring internal staff meetings and other Executive level reviews.
- Establishes a tracking mechanism for all departmental travel needs for the team and monitors the departmental budget, flagging excursions during budget review.
- 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, assisting with the creation, consolidation and distribution of meeting material, planning and management of webcasts so AVP 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 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 department.
- Establishes and manages SharePoint databases for department.
- Prepares all employee communication material with the leader, coordinates the meeting delivery, follow up actions and post meeting feedback compilation to enhance employee engagement.
- Responsible for ensuring organizational charts, job descriptions, training profiles are maintained and updated on internal group sites.
- Supports GQRA, LDG leaders and full team during meetings, events, correspondence, and communication activities including support in team organization and deadline tracking.
- Create material for team communication events and meetings. Ensure team distribution lists are maintained.
- Responsible for providing on-boarding support for new hires reporting to the AVP.
Requirements
- Minimum of 8 years of experience providing project, quality, administrative support at an executive level
- Requires higher education or specialized training/certification, or equivalent combination of education and experience
- Quality Assurance or Regulatory Affairs experience would be a plus
- 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, etc.).
- Proficient in use of collaboration tools such as Outlook, SharePoint, Teams, and Telepresence enabled Teams.
- Ability to work independently and as part of a team.
- Proven time management and organization skills.
- Excellent interpersonal skills.
- Positive demeanor, confident style, can-do attitude.
- Ability to professionally engage with demanding and sometimes challenging stakeholders.
Benefits
- Health insurance
- Paid time off
- Flexible work arrangements
- Professional development opportunities
- Bonuses and stock options
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
project supportadministrative supportquality assuranceregulatory affairstravel arrangementsexpense report reconciliationcalendar managementpurchase order trackingon-boarding support
Soft skills
judgmentdiscretionintegrityverbal communicationwritten communicationtime managementorganizationinterpersonal skillspositive demeanorstakeholder engagement