About the role

Executive Assistant providing administrative support to Senior Vice President at Fresenius Kabi. Involves managing calendars, travel, and executive communication efficiently.

Responsibilities

Maintains calendar, keeps track of deadlines, coordinates travel and on/off-site meeting arrangements, and processes expense reports in a timely manner.
Perform clerical duties (photocopying, scanning, printing, collating, etc.) as needed in addition to maintaining files and organizing documents electronically.
Fulfills requests for office supplies, processes business cards and stationery requests for the Commercial team.
Manages vendor setup, develops purchase requisitions, and processes invoices ensuring robust information is captured in the system and in a timely manner.
Responsible for the Medical Device Fleet Program.
Set up new drivers, leases, and insurance coverage.
Manage the order to return process of vehicles, obtain mileage reports, and keep driver information up to date.
Coordinate accident repairs as well as routine maintenance.
Assists with on-boarding of new employees and contractors which includes equipment requests, system access, training sign-up, and other on-boarding activities as needed.
Conducts research, analyzes data, and prepares executive-level briefs, reports, and presentations.
Drive execution of initiatives and special projects, coordinating across functions and stakeholders.
Anticipate needs, identify challenges, and proactively address issues to ensure executive focus on high-impact initiatives.
Provide back-up support to other commercial executive assistants as needed.
Assumes other administrative responsibilities and projects as assigned by manager .

High school diploma required.
Bachelor’s degree in business administration, communications, or related field a plus.
Minimum three to five years of experience in executive support or similar roles supporting senior leadership.
Highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.
Proactive and resourceful problem-solver who anticipates issues before they arise.
Flexible and adaptable, with a strong sense of ownership and accountability.
Professional presence with the ability to represent the executive internally and externally.
Exceptional written and verbal communication skills with the ability to craft concise executive briefs, presentations, and correspondence.
Ability to anticipate needs, identify priorities, and provide recommendations that are aligned with organizational goals.
Manage highly sensitive and confidential information with discretion, integrity, and professionalism.
Apply sound judgment to balance competing priorities and make recommendations that serve the best interest of the executive and organization.
Demonstrated ability to prioritize and execute tasks in a dynamic environment.
Effective problem-solving skills and demonstrated use of sound judgement.
Advanced proficiency with Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and collaboration tools such as Teams or Zoom.