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Executive Assistant - 18-01187
Ref No.: 18-01187
Location: Burlington, Massachusetts
Position Type:Contract
Start Date / End Date: 05/08/2018 to 01/14/2019
Description:

Executive Administrative Assistant to the VP of EMD Millipore Strategy, Client and Transformation 
As the Executive Assistant you will provide high-level administrative support to the Vice President of EMD Millipore - Strategy, Client and Transformation Team and basic administrative support for the global MM Controlling team.
This is an excellent opportunity to support a high performance team by proactively planning for and executing on all MM Strategy, Client and Transformation Team support needs; provide a high-level of administrative support with the utmost professionalism.
To achieve this, you'll use advanced administrative skills, and handle personal contacts with finesse and diplomacy.
The Executive Assistant serves as the primary point of contact for internal and external constituencies. This position serves as a liaison to the senior management team; organizes and coordinates executive outreach and external relations efforts. 
In this role, you'll develop broad and comprehensive experience, skills and knowledge in organizational policies, procedures and practices.
You will also facilitate and coordinate projects and deadlines directly or in collaboration with others.
You will work independently, and carry out large scale special assignments, with minimal supervision.
 
KEY TASKS & RESPONSIBILITIES 
  • Provide advanced administrative support to the Vice President of EMD Millipore Strategy, Client and Transformation Team. 
  • Responsible for understanding the scope and content of ongoing programs that the team is involved in and assisting with projects where necessary while prioritizing and managing multiple projects simultaneously to ensure follow-through on issues in a timely manner 
  • Responsible for heavy calendar management, requiring interaction with both internal and external senior executives and their assistants, as well as third party stakeholders and industry partners to coordinate a variety of complex executive meetings and large scale events 
  • Coordinate complex travel arrangements both international and domestic 
  • Ensure deadline delivery for (e.g. team meeting agendas/minutes, periodic team reports, etc) 
  • Assist with high-level ppt presentation graphics and content arrangement often intended for executive management or external partners. Maintain a library of such graphics, templates and formats. Presentation work also involves notebook design and assembly along with other materials associated with the presentation. 
  • Apply superior analytical skills to screening of routine and highly confidential responses to incoming mail, email, telephone calls and messages. 
  • Help support buildup of this new team by setting up interview schedules for candidates, with relevant stakeholders and assist in onboarding of new members and other related activities. 
  • Track external vendor/consultant contracts/billing/payment for the Vice President, EMD Millipore Strategy, Client and Transformation Office. Route documents through internal process and obtain necessary signatures in a timely/efficient manner 
  • Develop and maintain a confidential, centralized filing system, which is linked to computer network filing structure 
  • Coordinate and schedule high-level business meetings for the Vice President of EMD Millipore Strategy, Client and Transformation Office and direct reports (and others as assigned) 
  • Process expense reports ensuring timely submission and accuracy 
  • Collaborate with internal parties at all levels to gather information and prepare reports as per the executives needs 
  • All other duties as assigned. 
EDUCATION 
  • High School diploma 
  • College degree a plus 
EXPERIENCE/KNOWLEDGE/PROFESSIONAL COMPETENCIES 
  • Minimum 8 plus years of related professional experience supporting senior-level management, preferably within global, matrix organizations. 
  • High Proficiency with Microsoft Office software (Word, Excel, PowerPoint) 
  • Knowledge of SAP/Oracle and Purchase Order (PO) creation 
  • Professional and pleasant demeanor 
  • Must have ability to prioritize workload and multi-task. Experience planning and coordinating large scale event/project management responsibilities, highly desirable. 
  • Excellent keyboarding skills and be highly proficient in Microsoft products (Excel, Word, PowerPoint). Additional applications software such as travel and expense management, scheduling, budgetary control preferred. 
  • Must be able to work independently, as well as partnering and team collaboration with other administrative assistants reporting to senior executives. 
  • Discretion, judgment, tact and diplomacy is a must. 
  • Must have superior customer service skills with the ability to network effectively. 
  • Excellent interpersonal, written and oral communications skills 
  • High team orientation 
  • Ability to multitask and to be flexible to work assignments 
  • Strong organizational skills 
  • Attention to detail and follow-through a must