BD (Becton, Dickinson and Company) Senior Admin in San Jose, California
Job Description SummarySenior Administrator is responsible for providing administrative support to the VP of R&D BD Biosciences and at least two R&D functional teams. Will act independently to determine new methods and procedures on assignments and may provide guidance to other non-exempt personnel.
Uses his/her ability as an office administrator to contribute to the development of concepts and techniques, and to complete tasks in creative and effective ways. Must be highly organized and able to prioritize multiple tasks and projects effectively.
Duties and Responsibilities:
Effective use of Microsoft Office to develop presentations, create documents/templates, input and analyze data. Prepare documents containing financial, statistical, technical, or legal terminology.
Responsible for heavy calendar management, requiring interaction with both internal and external executives, HR department and assistants.
Facilitates incoming and outgoing department communications on behalf of the Leadership Team and HR Director.
Establishes and maintains files and confidential records, including those related to personnel, financial budgets and/or legal and proprietary information.
Coordinates large scale events and interdepartmental meetings, develops and distributes instructions, coordinates room setup logistics, interfaces with those attending meeting and facilitates arrangements.
Makes complex domestic and international travel arrangements, utilizing judgment to effectively manage cost and assure management needs are considered. Prepares extensive travel itineraries and assists with expense reports for leaders and HR Director as needed.
Coordinate various office support services, including purchasing and facilities management.
Acts as a timekeeper to track vacation, floating holidays, and sick time for department employees.
May have to administer fleet program.
Assists in the arrangement and execution of company socials and events
Fills in for Receptionist at Reception desk as needed
Supports several leaders as required for special projects and needs.
Maintains a positive outlook no matter how big or small the task
Performs other related duties and assignments as required.
A high school diploma/GED
A minimum of six years of administrative assistant experience
At least two years supporting an executive level manager and other members of the Leadership teamQualities & Attributes:Great attitude: being collaborative and a team player is a must have and non-negotiableProactive: Take initiative to understand the needs and work style of the executive he/she is supporting and then be proactive to ‘manage their calendar’, plan events, book trips and generally act as a manager of the executive’s timeHigh learning agility: Curiosity to learn our business, our organization and continually strive to improve the service levels provided to the teamEngaged: Genuine desire to connect with colleagues, develop a working relationship with peers and leadership teamAssets:
Expertise with Microsoft applications (Word, PowerPoint, Excel, Outlook).
Concur experience is a plus.
Prior experience supporting senior level management and/or HR department
Effective organization, planning, and interpersonal skills- Effective written and oral communication skills
Demonstrated ability to maintain a high degree of confidentiality with sensitive information.
Must have very high customer service and support skills and be willing to pitch in where needed to get things done.
Good learning agility and the ability to anticipate future needs
Strong communication skills and attention to detail, ability to prioritize, meet deadlines, and juggle multiple priorities in a fast-paced environment
Demonstrated ability to deal with unresolved situations, frequent changes, delays or unexpected events and maintain calm disposition.