Virtual Assistant supporting business owners and founders at Boutique COO, managing projects and providing administrative support with flexible hours.
About the role
- Executive Assistant providing high-level administrative support to the VP of Global CSO Organization at Agilent Technologies. Involves calendar management, travel coordination, and project support.
Responsibilities
- 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
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Degree requirement
Location requirements
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