Executive Administrative Assistant
Job Description
- Experience with Concur, SAP, Ariba, or similar systems
- Provide high-level administrative support to executive leaders, including calendar management, travel coordination, and meeting logistics.
- Organize and support internal and external meetings, including logistics, agendas, minutes, and follow-ups.
- Assist with the preparation of presentations, reports, and other business documents.
- Manage expense reports, purchase orders, and invoice processing in compliance with company policies.
- Coordinate cross-functional communications and maintain effective relationships with internal and external stakeholders.
- Support compliance documentation and tracking for Medical Affairs and GAMA activities.
- Maintain team SharePoint sites, distribution lists, and document repositories.
- Assist with onboarding of new team members including ordering of IS equipment.
- Handle confidential information with integrity and discretion.
- Maintains inter-department organization charts
- Perform all work in compliance with company policy and within the guidelines of the bioMérieux Quality System.
- Performs other related administrative duties as required.
Description
We are seeking a highly skilled and professional Executive Administrative Assistant to provide strategic and operational support to senior leaders within the US Medical Affairs and Government Affairs & Market Access (GAMA) teams. This role requires exceptional organizational capabilities, discretion, and the ability to manage complex priorities in a dynamic, fast-paced environment.
Primary Duties
1. Provide high-level administrative support to executive leaders, including calendar management, travel coordination, and meeting logistics.
2. Organize and support internal and external meetings, including logistics, agendas, minutes, and follow-ups.
3. Assist with the preparation of presentations, reports, and other business documents.
4. Manage expense reports, purchase orders, and invoice processing in compliance with company policies.
5. Coordinate cross-functional communications and maintain effective relationships with internal and external stakeholders.
6. Support compliance documentation and tracking for Medical Affairs and GAMA activities.
7. Maintain team SharePoint sites, distribution lists, and document repositories.
8. Assist with onboarding of new team members including ordering of IS equipment.
9. Handle confidential information with integrity and discretion.
10. Maintains inter-department organization charts
11. Perform all work in compliance with company policy and within the guidelines of the bioMérieux Quality System.
12. Performs other related administrative duties as required.
Experience
1. High School Diploma or equivalent required.
2. 3+ years of administrative assistant experience.
3. 2+ years of experience in Microsoft Outlook, Word, PowerPoint, and Excel.
Knowledge, Skills & Abilities
1. Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams); experience with Concur, SAP, Ariba, or similar systems is a plus.
2. Strong interpersonal skills and ability to build relationships across all levels of the organization.
3. Excellent written and verbal communication skills.
4. Proven ability to manage multiple priorities with a high level of attention to detail.
5. Demonstrated discretion and professionalism in handling confidential information.
