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Jobs · Administrative · Arizona

Executive Administrative Assistant

BD · Tempe, AZ · Yesterday
On-siteAdministrativeFull-time

About the role

Provides high-level administrative support to two senior executives within our Peripheral Intervention (PI) business unit, managing sensitive and time-critical information with discretion. Oversees complex scheduling and prioritization of meetings, deadlines, and presentations to ensure seamless execution. Coordinates complex travel arrangements, drafts, edits, and reviews correspondence, and manages executive calendars with precision.

Responsibilities

  • Arranges complex and detailed travel arrangements (domestic & international) to include travel documents/applications/renewals, flights, hotels, transfers, itineraries, agendas, and any pre-read materials.

  • Drafts, edits, and reviews correspondence, surveys, presentations, meeting minutes, and reports with exceptional accuracy and confidentiality.

  • Exercises sound judgment in prioritizing and routing materials, ensuring critical items receive timely attention.

  • Supports the department(s) by providing comprehensive administrative support to the VP/GMs and leadership teams on special projects and initiatives.

  • Closely collaborates with administrative staff in other departments and maintains a professional and polished presence in this highly visible role.

  • Manages complex executive calendars with precision, ensuring optimal time utilization and seamless coordination across global time zones.

  • Proactively prioritizes meetings, deadlines, and commitments while maintaining accessibility for key stakeholders.

  • Responds promptly to communications and provides scheduling support beyond standard business hours as needed.

  • Prepares and tracks complex expense reports, including reconciling all credit card receipts in Concur.

  • Serves as a liaison for Senior Leaders at VP or GM level as it relates to all administrative responsibilities for the function(s), and between other functional departments and across the organization.

  • Interfaces directly with physician and healthcare professionals to initiate and manage contracts and coordinate travel and honorarium payments.

  • Organizes company events, trade shows, and charitable activities.

  • Tracks marketing expenditures and maintains budget records.

  • Processes POs and invoices, adds new vendors to ERP system and interfaces with accounts payable.

  • Promotes cross-functional collaboration on projects and reporting.

  • Orders, maintains, and ensures availability of supplies and materials for the department.

Requirements

  • Bachelor's degree preferred.
  • High School diploma required.
  • Minimum 6 years of administrative experience supporting senior level leaders at the Director or Vice President level required.
  • Thorough knowledge of Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, and SharePoint) and Concur or a similar Travel & Expense system required.
  • Experience using Adobe Acrobat and DocuSign preferred.
  • Proven experience managing the planning and logistics of events and meetings both small and large scale.
  • Demonstrated ability in end-to-end project management with proven ability to meet deadlines required.
  • Excellent communication skills, both verbal and written, with the ability to communicate in a clear and understandable manner required.
  • Excellent time management skills, ability to prioritize and use time effectively and efficiently required.
  • Demonstrated ability to handle sensitive and confidential situations with tact and diplomacy, maintaining confidentiality and professionalism required.

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