BD (Becton, Dickinson and Company) Executive Assistant in San Diego, California
Job Description SummaryThe Executive Assistant provides organizational and administrative support to the VP HR Solutions, a global HR function. Additionally supports other HR Solutions and HR Operations team with administrative duties as assigned. This is a participative, hands-on role that includes heavy scheduling, travel and expense management. This highly-visible position serves as the primary administrative liaison with members of HR, IT, Finance and Business Management executives and their assistants. The Executive Assistant will work independently under strict deadlines, will manage competing priorities, and must handle multiple tasks efficiently.
The successful candidate will have a genuine appreciation for, and understanding of, protocol, discretion, and professionalism. He or she must be able to maintain confidences and be tactful and diplomatic at all times.
The successful candidate will also be organized, efficient, and resourceful; be able to develop strong relationships; have great communication skills; have demonstrated the ability to take initiative and accept responsibility; and be able to make decisions in accordance with the practices of their executive and the company.
Proactively manages complex calendars with competing priorities to keep the leader & team abreast of meetings and tasks and to ensure s/he has the information necessary to effectively navigate through their day. Schedules activities and meetings and manage calendars including providing a daily folder of pertinent meeting materials.
Coordinates meetings and proactively resolve conflicts including making recommendations for meetings with other leadership team members. Uses good judgment on when to involve the leader in resolving competing priorities. Handles all administrative matters related to meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc.
Manages requests from Direct Reports to the leader, with the ability to differentiate the sense of urgency of the request/need for the leader’s time and attention.
Responds to telephone, email, and in person inquiries providing general information and referring inquiries to appropriate sources based on a broad knowledge of the Company.
Handles confidential information and sensitive correspondence.
Takes a lead role in the preparation of the HR Solutions meetings and participates to capture key notes and action items.
Minimum of a High School Diploma or GED with formal training or equivalent work experience required
College degree a plus but not a requirement
Professional experience Required:
3 or more years of experience as an Administrative Assistant; Executive level highly preferred.
Experience supporting multiple leaders in a multi-functional, fast-paced environment, preferably at a progressively responsible and/or corporate level
HR process and functional knowledge in a fortune 500 multinational company preferred.
Knowledge and skills:
Self-starter with the desire and ability to take initiative; ability to learn quickly.
Extreme confidentiality and discretion a must; position handles highly confidential information on a regular basis
Demonstrated ability to work independently under time constraints, manage competing priorities and deadlines, and handle multiple tasks efficiently
Strong communication and interpersonal skills, given the significant contact with senior management and external contacts
Ability to work in a large, fast-paced, matrixed organization with speed and accuracy.
Demonstrated ability to use sound, independent judgment in absence of leader.
Event planning skills and experience
Ability to effectively prioritize, complete multiple tasks and change work priorities to meet unexpected deadlines, including working additional hours when necessary
Excel spreadsheet capability with knowledge of formulas
Advanced PowerPoint skills for creation/maintenance of org. charts and presentations
Proficiency in Outlook or similar email/calendaring tool
Strong customer service focus, highly organized, responsible, and detail oriented
Ability to prioritize and process high volume of work while maintaining the highest quality
Must be able to identify and resolve problems and requests in a proactive and timely manner
Must be able to gather and analyze information skillfully
Ability to work well in a team-oriented environment
Ability to exchange information clearly and concisely
High level of professionalism.
Primary Work LocationUSA CA - San Diego Bldg A&B
Becton, Dickinson and Company is an Equal Opportunity/Affirmative Action Employer. We do not unlawfully discriminate on the basis of race, color, religion, age, sex, creed, national origin, ancestry, citizenship status, marital or domestic or civil union status, familial status, affectional or sexual orientation, gender identity or expression, genetics, disability, military eligibility or veteran status