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Hybrid Executive Assistant, VP Global CSO Organization

at Agilent Technologies
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Posted 3 weeks ago

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About the role

  • Proactively manages calendars and schedules, including coordinating meeting logistics globally, as well as recurring internal staff meetings and other Executive level reviews.
  • Maintains awareness of significant deadlines and plans proactively for them.
  • Coordinates all aspects of travel arrangements including booking flights, hotel and local transportation; providing itineraries; and arranging visa/passport requirements as needed.
  • Prepares and reconciles travel expense reports.
  • Manages calendar for internal and external events, possibly assisting with the consolidation and distribution of meeting material, planning and management of webcasts so VP is prepared for each engagement.
  • Communicates professionally with internal customers, external suppliers and regulatory authorities, other executives, and employees at all levels of the company.
  • Manages the creation and tracking of large purchase orders.
  • Works with the internal procurement team to add new suppliers to the vendor database, then works with finance to track monthly expenses for the department.
  • Establishes and manages SharePoint databases for department.
  • Responsible for ensuring Org Charts, job descriptions, training profiles and distribution lists are maintained and updated on Internal Group site.
  • Supports CSO leaders and full team during meetings, events, correspondence, and communication activities including support in team organization, deadline tracking and meeting minutes.
  • Create material for team communication events and meetings.
  • Manage team communication sites and work proactively with Agilent communication teams to ensure alignment of messaging.
  • Responsible for providing On-Boarding support for new hires reporting to the VP.
  • Understands and fully comply with SEC regulation Fair Disclosure which limits what can be shared about the company with internal and external individuals.
  • As needed, may participate in and/or lead projects within the function including but not limited to: automation of monthly reporting, inspection and audit response tracking, supporting SPR activities and status tracking, goal & initiative status tracking, headcount and budget tracking, travel approval database, quality dashboard and KPI publishing.

Requirements

  • Associate degree and/or higher education, specialized training, or certification desired
  • Prior experience providing administrative support at an executive level
  • 3-5+ years of experience is desired
  • Excellent judgment and discretion, high integrity
  • Strong verbal and written communication skills
  • Strong computer and technical skills and experience with collaboration and communication tools such as MS 365 business applications (Word, Excel, PowerPoint, Copilot (or similar), etc.)
  • Proficient in use of collaboration tools such as Outlook, SharePoint, Teams, and Telepresence enabled Teams
  • Applying innovations through digital technologies to improve efficient and effective operations
  • Ability to work independently and as part of a global team
  • Proven time management and organization skills
  • Excellent interpersonal skills
  • Positive demeanor, confident style, can-do attitude
  • Ability to professionally engage with demanding and sometimes challenging stakeholders
  • Good judgment and decision-making skills
  • Requires the ability to direct questions and solve problems independently
  • Ability to prioritize and take initiative
  • Ability to multi-task in a sometimes high-stress environment
  • Significant attention to detail and follow-through skills.

Benefits

  • Bonuses
  • Stock options
  • Health insurance
  • 401(k) matching
  • Flexible work hours
  • Paid time off

Job title

Executive Assistant, VP Global CSO Organization

Job type

Full Time

Experience level

Lead

Salary

$45 - $70 per hour

Degree requirement

Associate's Degree

Location requirements

HybridSanta ClaraUnited States

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