Executive Associate

Role Summary

The Global Biometrics and Data Sciences (GBDS) Executive Associate provides support to members of the GBDS leadership teams Biostatistics, CSDIA, Strategy and Business Operations, and Data Sciences.

Responsibilities

• Execute a wide range of sophisticated administrative responsibilities, such as proactive calendar oversight, effective coordination with fellow executive assistants, arranging both domestic and international travel, ensuring the manager is well-prepared for meetings by assembling necessary materials and pre-reads, and overseeing departmental SharePoint management.
• Demonstrates advanced organizational and communication abilities.
• Effectively maintains and coordinates office operations and procedures, including processing expense reports, handling purchase orders, and providing administrative services as required.
• Ensure compliance with T&E policies by overseeing both international and domestic travel arrangements, reconciling business expenses for executives and staff, and managing departmental T&E budgets.
• Engage professionally with senior executives and matrix team members, manage confidential information discreetly, and consistently exercises diplomacy and sound judgement in sensitive situations.
• Works independently and efficiently
• Anticipate the needs of the manager and/or team and take appropriate steps to achieve the required outcomes with minimal supervision, ensuring accuracy and efficiency to meet deadlines.
• Activities are prioritized and actions taken according to an understanding of departmental objectives and business requirements.
• Support requests (such as IT, systems, or facilities issues) are prioritized and completed promptly.
• Keeps up to date with professional and technical knowledge by participating in BMS continuous learning modules relevant to the department.
• Additional coordination of activities and projects as needed
• Support project activities, including monitoring timelines, tracking deliverables, and following up on action items.
• Coordinate and facilitate special projects, cross-functional meetings, and team events.
• Identify and implement process improvements for increased efficiency.

Qualifications

• High School degree, some college or degree desirable.
• 10 years of administrative or comparable experience; prior BMS and for Executive Associate, experience required.

Skills

• Proficient with Microsoft Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Knowledge of BMS Systems and Processes, video conferencing and Microsoft teams, Concur Travel and T&E, Ariba/SAP, SharePoint, eSetup/411, eTime, Workday, Room Scheduler.
• Demonstrates ability to identify patterns in recurring tasks and develop efficient solutions that streamline processes and improve productivity.
• Demonstrates ability to prioritize, proactively work independently and collaboratively with other administrative assistants/external partners in a highly professional manner, across organizational levels, functions, and supports Business needs across different time zones and during periods of heavy workload.
• Successful candidate must be able to learn new tools and systems in an ever-evolving environment.
• Exhibits a positive work attitude, and high productivity
• Excellent verbal and written skills

Education

• High School degree, some college or degree desirable