Executive Administrative Assistant

Biomerieux - Salt Lake City, UT

Full-time - Mid Level

Salt Lake City, UT

Merchant Wholesalers, Durable Goods

About the position

The Executive Administrative Assistant position at bioMerieux SA is designed to provide high-level administrative support to several Vice Presidents within the Clinical Operations-North America division. This role is pivotal in ensuring that the executives can focus on their strategic responsibilities while the assistant manages their day-to-day administrative tasks. The position requires a professional and collaborative approach, as the assistant will work closely with other administrative staff across the company to deliver seamless support to both internal and external stakeholders. In this role, the Executive Administrative Assistant will be responsible for a variety of tasks that include managing complex calendars, scheduling meetings, and organizing travel arrangements. The assistant will create and manage PowerPoint presentations, prepare meeting agendas, and take minutes during meetings, ensuring that all relevant information is accurately recorded and distributed. The ability to assess competing priorities and communicate effectively with senior leaders is essential for success in this position. Additionally, the Executive Administrative Assistant will handle confidential information with discretion, complete expense reports, and coordinate various meetings and events, both internal and off-site. This includes planning for regional and national meetings, as well as supporting annual and mid-year summits. The assistant will also participate in continuous improvement initiatives within the department, contributing to the overall efficiency and effectiveness of the team. The ideal candidate will present a professional demeanor and maintain office decorum, embodying the values of bioMerieux SA. They will perform their duties with integrity and adhere to company policies and quality standards, ensuring that all work is completed to the highest ethical standards. In the absence of the CSO Business Coordinator, the Executive Administrative Assistant may also provide backup support as needed.

Responsibilities

• Provide confidential administrative support to several Vice Presidents in the Clinical Operations-North America and their respective teams.
• Assist with meetings by creating PowerPoints, creating agendas, managing complex travel agendas, calendaring, recording live meetings, taking minute notes, and distributing notes and recorded calls.
• Manage calendar scheduling and arrange meetings dynamically and agilely, assessing competing priorities and making balanced judgments based on the needs of senior leaders.
• Proactively communicate all relevant issues and potential conflicts to senior leaders.
• Maintain highly confidential information and complete and submit expense reports.
• Manage complex travel agendas and yearly functional agendas, preparing visitors' agendas, reservations, and travel arrangements.
• Create and develop complex presentations, spreadsheets, reports, and documents using Microsoft Office.
• Coordinate internal and off-site CSO meetings, events, functions, and general meeting support, including arranging regional and national meetings and planning team member events.
• Participate in and occasionally lead committees that directly impact CSO.
• Collaborate proactively with other leaders and administrative assistants to meet timelines and deliverables.
• Manage administrative orders, building requests, and IT requests for senior leaders.
• Engage in general office management and participate in department continuous improvement initiatives.

Requirements

• Associate's degree in Business, Technology, or a related field.
• 5+ years of increasing levels of executive administrative experience; or a High School Diploma/GED with 7+ years of increasing levels of executive administrative experience in lieu of a degree.
• Experience supporting high-level executives on multiple priorities.
• Experience supporting Executives in Commercial Operations of a large global company is highly preferred.
• Experience with Egencia and Concur preferred.
• Event/Project Management experience preferred.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) to enhance productivity, efficiency, communication, and decision-making.
• Strong Outlook and calendar management skills are critical.
• Adaptable and flexible to adjust to changing demands, timelines, and deliverables.
• Strong attention to detail and effective time and project management skills.
• Effective prioritization and organizational skills.

Nice-to-haves

• Experience with Egencia and Concur preferred.
• Event/Project Management experience preferred.