Executive Administrator

4 days ago

Madison, United States Promega Corporation Full time
Job Description OUR TEAM: This role is part of the administrative team that supports the Manufacturing Operations, IVD Operations, and Global Support and Services (GSS) organizations. Our team takes pride in providing professional executive support and delivering exceptional customer service to both internal and external partners. We work collaboratively across departments to ensure our operations run smoothly and efficiently. We work hard and focus on building strong relationships throughout the larger Promega organization. YOUR ROLE: In this role, you will provide high-level administrative support to leadership, manage schedules, communications, and confidential information, and organize meetings and events. Your responsibilities include coordinating travel, processing expenses, assisting with budget tracking, and compiling reports. The role emphasizes leveraging AI tools to enhance efficiency and promoting an inclusive, respectful work environment in line with Promega‘s Emotional & Social Intelligence (ESI) principles.


CORE DUTIES:

1. Provide administrative support to leadership maintaining confidentiality, and managing communications.

2. Handle phone call management, compose correspondence, manage confidential files, and process incoming mail.

3. Oversee and manage communications for leadership, including handling phone calls, composing correspondence, managing confidential files, and processing incoming mail. Manage Outlook calendars, ensuring priority meetings are scheduled and attended, and providing necessary documentation and support materials.

4. Organize and manage meeting logistics, including drafting agendas, capturing notes and action items, securing locations, reserving equipment, and arranging catering.

5. Assist in tracking budgets and financial documents, including coding and routing invoices for approval, creating purchase requisitions, and reconciling corporate credit cards.

6. Support departmental and organization projects as directed by management.

7. Coordinate travel arrangements for leadership and staff, including making necessary arrangements for flights, hotels, and meeting registrations.

8. Process travel expenses and manage expense reports.

9. Compose, edit, compile, and distribute reports, presentations, agreements, and other documents as needed.

10. Maintain confidential files and records.

11. Assist with customer support activities and manage customer-related product data/information.

12. Plan and coordinate departmental events and employee recognition gifts.

13. Provide support for large-scale meetings, conferences, and events, including logistical implementation.

14. Provide technical solutions and efficiencies to leaders as needed.

15. Demonstrate a genuine curiosity and enthusiasm for leveraging AI technologies to enhance efficiency, improve processes, and drive innovation within your role. Willingness to learn and adapt to new AI tools is essential.

16. Demonstrate inclusion through actions and words and is accountable for a safe workspace. Act with kindness, curiosity and respect for others.

17. Embrace and incorporate Promega‘s 6 Emotional & Social Intelligence (ESI) core principles in daily work.

18. Understand and complu with ethical, legal and regulatory requirements applicable to our business.

KEY QUALIFICATIONS:

1. Associate degree in an administrative field or equivalent.

2. Minimum of 5-10 years of experience in an office environment, with at least 2 years supporting senior management.

3. Excellent organizational skills to effectively prioritize duties and responsibilities.

4. Strong verbal, written, and grammatical skills, with solid attention to detail.

5. Demonstrated tact and independence in handling internal and external contacts.

6. Proficiency in Microsoft Office Suite and ability to learn a range of software applications, including Microsoft Office Suite, CRM systems, AI and other relevant tools.

7. Ability to work independently as well as in group settings, exercise judgment, and maintain confidentiality.

PREFERRED QUALIFICATIONS:

1. Previous experience in a corporate setting, preferably in a high-tech or global environment.

2. Knowledge of scientific and business terminology.

PHYSICAL DEMANDS:

1. Ability to use a computer/Microsoft Office applications

2. Ability to use computer systems for extended periods.

3. Ability to move objects weighing up to 30 pounds.

4. Ability to travel occasionally for team or customer events (less than 10%).


At Promega, we value diversity and strive to create an inclusive workplace. We are proud to be an Equal Opportunity Employer, making employment decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, or any other protected class.

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