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Executive Assistant

2 months ago

San Diego, United States QuidelOrtho Full time
The Opportunity

QuidelOrtho unites the strengths of Quidel Corporation and Ortho Clinical Diagnostics, creating a world-leading in vitro diagnostics company with award-winning expertise in immunoassay and molecular testing, clinical chemistry and transfusion medicine. We are more than 6,000 strong and do business in over 130 countries, providing answers with fast, accurate and consistent testing where and when they are needed most - home to hospital, lab to clinic.

Our culture puts our team members first and prioritizes actions that support happiness, inspiration and engagement. We strive to build meaningful connections with each other as we believe that employee happiness and business success are linked. Join us in our mission to transform the power of diagnostics into a healthier future for all.

The Opportunity

As we continue to grow, we are seeking an Executive Assistant who plays a vital role in executing rigorous needs of QuidelOrtho‘s Chief Human Resources Officer and C-Suite Executives, including key department responsibilities and internal HR projects. The position is based in the company‘s global headquarters in San Diego, CA, reports to the CHRO and offers the right candidate a unique opportunity to own and drive results and solutions with a challenging and diverse set of responsibilities. The individual must be a self-driven, collaborator who can coordinate and respond to multiple priorities and shifting demands while maintaining the sense of urgency that the executives and department requires. An expert at handling and anticipating leadership and department needs, the Executive Assistant approaches work with immediacy and a can-do mindset, taking complete ownership and accountability for all aspects and duties of the role. The individual is required to think analytically, exercise sound judgment and discretion and independently assess and resolve complex situations.

The Executive Assistant will be responsible for calendar and meeting management and execution, project management, executive travel and expense reporting, vendor processing and payments, team operations and all needs related to the executive leaders in the role‘s purview. This role will help find and streamline efficiencies to ensure effectiveness for senior management.

He/she will also take ownership of various project management activities including facilitating meetings, preparing presentation materials and agendas, capturing notes and action items, and developing schedules and a reporting cadence. Also have oversight of project budgets and expense tracking. He/she may also coordinate and lead internal improvement projects: creating and executing plans for projects and supporting the needs of the project team. This individual will own and drive HR department-wide communications to create engagement and free flow of information/successes/etc to the global team.

The Responsibilities

  • Coordinates day-to-day operational and administrative activities of the CHRO to include: maintaining calendars; keep executives apprised of high visibility upcoming meetings or upcoming deadlines; support executives in preparing for meetings (agenda, pre-read materials, etc.); organizes and schedules meetings and offsite events; coordinates training, travel arrangements, and processes expense reports; organizes and prioritizes incoming flow of administrative work (actions items, due dates, etc.); capture minutes and action items from HR Leadership Team meetings and tracks/reports on progress and following-ups.

  • Owns coordination activities for the HR project management, including facilitating meetings, preparing presentation materials and agendas, capturing notes and action items, and developing schedules and a reporting cadence. Compiles reports/dashboards/metrics to create daily and weekly summary/status reports for HR Department. Tracks HR project benefits and reporting against benefits attained. He/she may also coordinate and lead internal HR improvement projects: creating and executing plans for projects and supporting the needs of the project team.

  • Coordinates and produces timely HR Department Updates: monthly HR status reports, HR Town Hall Presentation Decks; Serves as a Teams administrator by keeping folder structures organized and documents up to date.

  • Generates and drives HR department-wide communications to create engagement and free flow of information/successes/etc. to the global team. Manages information and timely and professional communication for the department.

  • Perform other work-related duties as assigned.

The Individual

  • Bachelor‘s degree required, Advanced degree preferred and a minimum of 2+ years of professional business-related experience required.

  • A combination of experience in management consulting and/or supporting a VP level or head of a major corporate function is highly preferred.

  • Demonstrated prior experience in communicating with executive leadership teams

  • Top-level professional writing and excellent oral communication skills required

  • Self-motivated, highly organized with extreme attention to detail.

  • Demonstrated prior experience and proven track record in the management of projects, deadlines and processes, especially in dynamic matrix organizations

  • A master collaborator and team player

  • Ability to convey content in a concise manner

  • Ability to operate through a sphere of influence

  • Ability to take immediate, effective action in high-pressure situations

  • Ability to exercise sound judgment and discretion in handling confidential information and development of material

  • Expert experience with Ariba, Concur, executive/VIP level travel services

  • Proficient with MS Office, including Outlook, Word, PowerPoint, Excel Teams and SharePoint

  • Ability to travel 10-15% to local offices and other major sites in the US is required.

Work Environment

Typical office environment. Ability to file, type, and answer the phone. Ability to work flexible hours depending on projects and executive being supported.

Physical Demands

No strenuous physical activity, though occasional light lifting of files and related materials (up to 10 lbs.) is required. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. While performing the duties of this job, regularly required to use hands to finger, handle, or feel and talk or hear. Frequently required to stand, walk, and sit. Occasionally required to reach, climb or balance. On a typical day, 80% of time is spent at the desk, on the phone, or working at the computer; 20% in meetings or interacting with team members.

Salary Transparency

The salary range for this position takes into account a wide range of factors including education, experience, knowledge, skills, geography, and abilities of the candidate, in addition to internal equity and alignment with market data. At QuidelOrtho, it is not typical for an individual to be hired at or near the top range for their role and compensation decisions are dependent on the facts and circumstances of each case. The salary range for this position is $57,000 to $98,000. QuidelOrtho offers a comprehensive benefits package including medical, dental, vision, life, and disability insurance, along with a 401(k) plan, employee assistance program, Employee Stock Purchase Plan, paid time off (including sick time), and paid Holidays. All benefits are non-contractual, and QuidelOrtho may amend, terminate, or enhance the benefits provided, as it deems appropriate.

Equal Opportunity

QuidelOrtho believes in Equal Opportunity for all and is committed to ensuring all individuals, including individuals with disabilities, have an opportunity to apply for those positions that they are interested in and qualify for without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. QuidelOrtho is also committed to providing reasonable accommodations to qualified individuals so that an individual can perform the duties. If you are interested in applying for an employment opportunity and require special assistance or an accommodation to apply due to a disability, please contact us at .