Title: Executive Administrative Assistant (SLC)
Location: 515 Colorow Rd Salt Lake City UT 84108
Must be able to report onsite. Possible 1 day a week at home.
Duration: 1 to 1.5 months
Job Description
The primary responsibility of this position is to provide executive-level administrative support to the General Manager and Head of Clinical Operations-North America. 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.
Essential Job Duties and Responsibilities:
•Perform all work in compliance with company policy and within the guidelines of the bioMerieux Quality System.
•Provides confidential administrative support to GM and Head of Clinical Operations-North America and their respective teams.
•Works closely and coordinate with Chief of Staff to prepare for key meetings, create presentations, content and communications
•Includes but is not limited to the following activities:
•Maintains schedules and arranges meetings, follow-up on action items and meeting minutes
•Manages and screens phone calls
•Manages complex travel agendas
•Completes and submits expense reports
•Creates and develops complex presentations
•Creates and develops Excel spread sheets
•Coordinates company events/meetings
•Creates confidential Word Documents such as letters, performance reviews, and salary information.
•Maintains highly confidential information
•General office management
•Manage yearly functional agend
•Participate to the department continuous improvement initiatives.
•Manage administrative order and building request as well as IT request
•Prepares visitors' agendas, reservations and travel arrangements
•Assesses competing priorities and makes balanced judgments based on the needs of the senior managers. Proactively communicates all relevant issues and potential conflicts.
•Proactively collaborates with other managers and administrative assistants to meet timelines and deliverables.
•Presents a professional and positive attitude of the company recognizing that employees are the foundation of our success.
•Maintains a professional demeanor and office decorum at all times. Performs duties with integrity and a high degree of ethics.
•Supports the onboarding of Executives based in SLC who do not have SLC-based administrative support. This includes but is not limited to ordering equipment, submitting access requests and preparing office space with HR and Facilities.
Performs other duties as assigned.
dditional Information:
1. The Clinical Operations division of North America has about 950 employees across the US and Canad
2. The position will support the GM and Head of Clinical Operations-North America and may also provide some level of support to the next level of management inclusive of VPs and Sr. Director levels.
Education & Experience:
8-10 years increasing levels of executive administrative experience
Experience supporting Executives in Commercial Operations of a large global company highly preferred
Knowledge, Skills & Abilities:
•Attention to detail.
•Strong interpersonal and writing skills to enhance interactions with customers, employees, management and supervisor
•Ability to collaborate with internal and external Executive Assistants to coordinate calendars and meetings effectively
•Adaptable and flexible to adjust to changing demands, timelines, and deliverables
•Ability to exercise independent judgment, prioritize, and take action to manage the needs of a group of senior managers who are often out of the office
•Strong team orientation to work with peers and support the company culture
•Competent in Microsoft Office (Word, Excel, PowerPoint, Outlook) to enhance productivity, efficiency, communication, and decision making
•Experience with Egencia and Concur preferred