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Senior Administrative Coordinator

2 months ago

Andover, Massachusetts, United States embecta Full time

Company Overview
embecta stands as a leading entity in the diabetes care sector, drawing from nearly a century of expertise in insulin delivery. Our mission is to empower individuals with diabetes to enhance their quality of life through cutting-edge solutions and dedicated partnerships, supported by a global team of approximately 2,000 professionals.

Position Summary
This position is designed to function as the Administrative Partner to the Chief Technology Officer (CTO) at embecta. It represents a unique opportunity for a motivated individual who recognizes the impact of our work in Diabetes Care on patients and customers, coupled with a genuine interest in the fields of medicine, science, and technology.

Key Responsibilities
The role is intended to be both collaborative and proactive, encompassing intricate administrative duties along with high-profile interactions with Leadership and the Management Committee. The Senior Administrative Coordinator will:

  • Efficiently manage complex calendars, prioritizing competing commitments to keep the CTO informed of meetings and tasks.
  • Organize activities and meetings, ensuring the Executive's calendar is well-maintained and includes a daily briefing of relevant materials.
  • Coordinate meetings and adeptly resolve scheduling conflicts, offering recommendations for engagements with other leadership team members.
  • Oversee all administrative aspects of meetings, including venue bookings, catering arrangements, and ensuring all necessary supplies are available.
  • Facilitate the CTO's Town Hall meetings, preparing agendas, presentation materials, and logistics while gathering pertinent data for effective discussions.
  • Arrange travel logistics, including flights, accommodations, and transportation, while promptly communicating any changes to the CTO.
  • Maintain effective communication and workflow, managing multiple projects and tasks simultaneously.
  • Ensure all correspondence meets a professional standard, positively reflecting on the CTO and embecta.
  • Handle requests from the CTO's direct reports, discerning the urgency of each request.
  • Respond to inquiries via phone, email, and in-person, providing general information and directing inquiries as needed.
  • Prepare documents and presentations, conduct research, and compile data for reports.
  • Take initiative in preparing for leadership team meetings, capturing key notes and action items for distribution.
  • Manage expense claims and oversee incoming and outgoing correspondence, prioritizing based on importance and urgency.
  • Maintain departmental files and reconcile bills for payment.

Qualifications
To be considered for this role, candidates should possess:

  • A college degree or equivalent work experience.
  • A minimum of 5 years of experience as an Administrative Assistant, with at least 2 years at the Executive level.
  • Proficiency in MS Office Suite, including PowerPoint, Word, and Excel.
  • Experience supporting multiple leaders in a dynamic, fast-paced corporate environment.
  • Prior experience in executive calendar management and travel coordination.

Preferred Skills
Ideal candidates will be self-starters with a strong initiative and the ability to learn quickly. Experience in the device, pharmaceutical, or healthcare industries is advantageous. Superior organizational skills are essential for success in this role.

embecta is committed to fostering a diverse and inclusive workplace and is an Equal Opportunity/Affirmative Action Employer.