Executive Assistant

1 month ago

Andover, United States embecta Full time

embecta is one of the largest pure-play diabetes care companies in the world, leveraging its nearly 100-year legacy in insulin delivery to empower people with diabetes to live their best life through innovative solutions, partnerships and the passion of approximately 2,000 employees around the globe. For more information, visit embecta.com or follow our social channels on LinkedIn, Facebook, Instagram and Twitter. Summary Job Description This role will serve as the Administrative Partner to the Chief Technology Officer of embecta. This role is an opportunity for a purpose-driven individual who appreciates how our work in Diabetes Care makes a difference to patients and customers, with a natural interest in medicine, science, and technology. Responsibilities The role is envisaged as participative and hands-on and includes complex administrative responsibilities as well as high visibility interactions with members of Leadership and the Management Committee. The Executive Assistant will work independently under strict deadlines, will manage competing priorities, and must handle multiple tasks efficiently. The successful candidate will have an understanding and experience of protocol, discretion, and professionalism. He or she must be able to maintain confidences and be always tactful and diplomatic. The successful candidate will also be organized, efficient, pro-active, and resourceful; be able to develop strong relationships with external clients and associates; have great communication skills; have demonstrated the ability to take initiative and accept responsibility; and be able to make decisions in accordance with the practices of the company. To maintain an effective and efficient partnership with the Chief Technology Officer, it is expected that the incumbent will work flexible work hours as needed. This role will also be onsite at our Andover office. Administrative Support Proactively manages complex calendars with competing priorities to keep CTO abreast of meetings and tasks and to ensure s/he has the information necessary to effectively navigate through their day. Schedules activities and meetings and manages the Executives’ calendars including providing a daily folder of pertinent meeting materials. Coordinates meetings and proactively resolves conflicts, including making recommendations for meetings with other leadership team members. Uses good judgment on when to involve the Executive in resolving competing priorities. Handles all administrative matters related to meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc. Organizes the CTO's Town Hall meetings, including preparation of the agenda and presentation materials, logistics and pulls all of the relevant data in preparation for the meeting. Arranges travel plans including booking flights, hotel accommodation, car rental, and providing appropriate travel directions. Stays abreast of any changes and responds with a sense of urgency. Ensures CTO is aware of any changes to the arrangements or itinerary. Proactively creates and maintains effective communications and workflow which includes handling of a variety of projects and tasks simultaneously. Ensures all correspondence adheres to a consistent and professional standard and reflects positively on the CTO and embecta. Maintains a high level of accuracy in all administrative tasks. Manages requests from Direct Reports to the CTO, with the ability to differentiate the sense of urgency of the request/need for the CTO’s time and attention. Responds to telephone, email, and in person inquiries providing general information and referring inquiries to appropriate sources based on a broad knowledge of the Company and the executive team’s priorities and expectations. Prepares documents and presentations; conducts research and assembles and analyzes data for reports and documents where needed. Drafts sensitive correspondence and takes and transcribes meeting minutes. Takes a lead role in the preparation of the CTO’s leadership team meetings and participates to capture key notes and action items. Organizes output and provides to attendees in a timely manner. Completes and submits expense claims. Reviews, actions, and distributes all incoming correspondence as well as manages all outgoing correspondence. Determines level of importance and urgency and elevates appropriately. Types, copies, distributes, files, and retrieves correspondence, reports, and documents of a routine or confidential nature. Assembles, compiles, and maintains data as directed for regularly scheduled reports and presentations and ad hoc projects. Creates/updates departmental files such as organization charts. Reconciles and submits bills for payment. Basic Requirements College degree with formal training or equivalent work experience required. 5+ years of experience as an Administrative Assistant and at least 2+ years at the Executive Administrative level. Expert on MS Suite products to include PowerPoint, Word and Excel. Experience supporting multiple leaders in a multi-functional, fast-paced environment, preferably at a corporate level. Prior experience with executive calendar management and travel. Preferred Requirements Self-starter with the desire and ability to take initiative; ability to learn quickly. Experience working in device, pharmaceutical or healthcare industry. Superior organization skills. embecta is an Equal Opportunity/Affirmative Action Employer. We do not unlawfully discriminate on the basis of race, color, religion, age, sex, creed, national origin, ancestry, citizenship status, marital or domestic or civil union status, familial status, affectional or sexual orientation, gender identity or expression, genetics, disability, military eligibility or veteran status, or any other protected status. #J-18808-Ljbffr

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