C. R. Bard, Inc.

Executive Admin Assistant - II

2 weeks ago
Industry / Category
Medical Device/Business Development
Job ID
2017-10863
Career Level
experienced
Division
Bard Peripheral Vascular
Relocation
TBD
US-AZ-Tempe

Overview

Bard Peripheral Vascular is located Tempe, AZ – where a tradition of vascular innovation spans decades of focusing on improving the quality of patients’ lives. From C. R. Bard’s first arterial prosthesis developed in 1954, Bard and the division of Bard Peripheral Vascular have demonstrated commitment to innovative medical technology by introducing surgical and interventional devices for peripheral vascular patency, while providing exceptional service and support to surgeons, interventionalists and radiologists. Bard Peripheral Vascular is an affirmative action, equal opportunity employer that values and actively seeks diversity in the workforce. #LI-JC1

Summary of Position with General Responsibilities

Responsible for providing administrative support to a Director/VP. Organizing the workload of Director/VP and managing multiple tasks simultaneously. This includes compilation and preparation of confidential information relative to business unit operations and future plans and interaction with key persons such as customers and corporate officers on behalf of the Director /VP. This person will work closely with the administrative staff of other departments. It is expected that this individual will demonstrate and maintain a professional manner at all times as this is a highly visible position.

Essential Job Functions

  1. Maintains all administrative support for the department. Provides assistance to the Director/VP and department in accomplishing special projects assigned to area.

 

  1. Acts as a liaison between Managers and the Director/VP, and between other functional departments (i.e., Finance, Sales, etc.). Ensures smooth flow of daily schedule for the Director/VP while guaranteeing that each team member feels the Director/VP is accessible and values the team's ability to function as a collective unit.

 

  1. Manages the Director/VP’s fast paced and complex calendar, prioritize and schedule a wide variety of teleconferences, video conferences, WebEx, internal/external meetings, catering and other events. Prepare corresponding agendas and taking notes as needed.

 

  1. Handle travel for Director/VP including scheduling travel arrangement and coordinating travel agendas and briefing materials or presentations. Must provide long distance support while Director/VP is traveling, ensure post trip follow up and prepare expense reports.

 

  1. Functions independently, making decisions in the absence of the Director/VP with regards to requests, deadlines, follow-up issues, etc.

 

  1. Maintains a monitoring system to track all expense activity and reconciles system with actual financial report provided by Finance to ascertain appropriate expenses are reported in individual department accounts properly. Ensures resources are spent in a cost-effective manner.

 

  1. Prepares and edits all correspondence, PowerPoint Presentations and reports for the Director/VP, maintaining a high level of quality, accuracy, and confidentiality.

 

  1. Receives and reviews incoming correspondence and reports, exercising judgment and discretion in determining routing of such material and bringing important item(s) to the Director/VP's attention.
  2. Collaborates with other support staff to provide uniform presentations, marketing materials, etc. Ensures that other functional group commitments are met and deliverables are received on time.

Basic Qualifications

  1. Ability to multitask and handle multiple interruptions and adjustments to priorities throughout the day, including the ability to perform administrative work for a variety of people in a large department while organizing priorities and meeting deadlines.
  2. Ability to work independently and make independent decisions in all areas of job performance.
  3. Ability to schedule multiple weekly meetings with catering, if applicable. Technical expertise for room setup, including video conference calls, WebEx and any other supplies or equipment needed.
  4. Ability to communicate with diverse individuals at all levels of the company and handle calmly and efficiently in situations ranging from routine to emergency.
  5. Ability to maintain strict confidentiality, exercising discretion and independent judgment on matters of significance.
  6. Requires exceptional competence performing note taking and clerical functions.
  7. Must be organized, reliable and punctual to meet the varying needs of a large department.

Education and/or Experience

  1. Bachelor’s degree or Associate’s degree preferred or comparable years of experience.
  2. 5+ years of progressive administrative experience supporting management to the VP level.
  3. Expertise in MS Word, Excel, PowerPoint, Outlook, Adobe Acrobat.
  4. Must have demonstrated through past job performance the ability to independently organize and administer office procedures and special projects without supervision under pressured circumstances.

Physical Demands

While performing the duties of this job, the employee is regularly required to stand, walk, sit and use hands to manipulate, handle or feel objects, tools, controls and office equipment.  The employee frequently is required to talk and hear.  The employee is occasionally required to reach with hands and arms and stoop, kneel or crouch. 

Work Environment

While performing the duties of this job, the employee may be in an open cubicle environment. Candidate must be able to work in a team-oriented, fast-paced environment. Bard Peripheral Vascular is an affirmative action, equal opportunity employer that values and actively seeks diversity in the workforce.

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