Executive Administrative Assistant (Biotechnology)

Lonza - Walkersville, MD

Full-time - Entry Level

Walkersville, MD

Professional, Scientific, and Technical Services

About the position

Lonza Bioscience has an exciting opportunity for an Executive Administrative Assistant to join our team in Walkersville, MD. The role exists to provide key support to the business unit SVP, leadership team, and some support at the site level. Responsibilities include calendar management, planning travel, expense management, meeting arrangements, taking minutes, and preparing reports and presentations. The position requires strong computer and internet research skills. This position will assist with organizing and coordinating special projects from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion, speed, and efficiency. The successful candidate thrives in a fast-paced and challenging environment, has a passion for keeping team members well-prepared for projects/meetings, handles confidential information with professionalism, and pivots quickly when priorities change. This role is crucial in ensuring that the executives can focus on their strategic responsibilities while the administrative tasks are managed efficiently and effectively.

Responsibilities

• Completes a broad variety of administrative tasks, which require extreme confidentiality
• Organize events, guest visits and welcome visitors to the site
• Arranging sometimes complex detailed travel plans, itineraries, reservations, presentation creation/review, and agendas and compiling documents for meetings
• Assisting with pre-, during, and post-meeting action item follow-up
• Manage the schedules of SVP and other senior leaders, ensuring a balance of availability to stakeholders and time to work on projects and deliver on deadlines
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executives, including those of a sensitive or confidential nature, determining the appropriate course of action or response
• Prioritize conflicting needs; handle matters expeditiously, and proactively, and follow through on projects to successful completion, often with deadline pressures
• Supports expense management and orders supplies and materials, as needed
• Files and organizes documents in electronic systems
• Perform other duties as assigned

Requirements

• Associate or Bachelor's degree, plus 5 or more years of Administrative Assistance experience
• Proficient with Microsoft 365, including PowerPoint, Word, Excel, Teams, and other MS apps
• Strong experience with and comfort using technology and programs
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships with various stakeholder groups
• Identifies and resolves problems time efficiently; gathers and analyzes information; develops solutions; uses reason and judgement
• Solid emotional intelligence
• Demonstrates accuracy and thoroughness, looks for ways to improve and promote quality; and applies feedback to improve performance
• Highly resourceful team player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• Flexibility to come in early for special events and occasionally stay later to wrap-up