Executive Assistant

Responsibilities

• Proactively manages complex executive calendars and schedules across global time zones, including coordinating high-priority meeting logistics, recurring leadership meetings, executive reviews, and related materials.
• Anticipates conflicts, evaluates priorities, and applies sound judgment to ensure effective use of the VP’s time.
• Captures and coordinates all aspects of travel arrangements, including booking flights, hotels, and local transportation; preparing detailed itineraries; arranging visa and passport requirements as needed; and preparing and reconciling travel expense reports.
• Serves as a primary contact and initial escalation point for internal customers, external suppliers, regulatory authorities, executives, and employees at all levels, using professionalism, discretion, and comprehensive organizational knowledge to resolve routine and complex inquiries.
• Manages creation, tracking, and reconciliation of large purchase orders and departmental expenses; partners with procurement and finance to onboard suppliers, resolve complex issues, improve tracking practices, and ensure compliance with company policies and procedures.
• Establishes, manages, and continuously improves SharePoint sites, collaboration spaces, documentation repositories, and administrative processes that support effective global team operations.
• Maintains and governs critical organizational information, including org charts, job descriptions, training profiles, distribution lists, and internal group content, ensuring accuracy, consistency, confidentiality, and timely updates.
• Supports Global Quality leaders and the full team during meetings, events, correspondence, and communication activities, including team organization, deadline tracking, meeting minutes, action-item follow-up, and resolution of complex coordination needs.
• Creates materials for team communication events and leadership meetings; manages team communication sites and works proactively with Agilent communication teams to align messaging, improve effectiveness, and support consistent global communications.
• Supports the administrative assistant community in Santa Clara providing support for company-wide and functional events.

Qualifications

• Excellent judgment, discretion, integrity, and ability to handle highly confidential information in support of executive-level leadership.
• Strong verbal and written communication skills, with the ability to prepare executive correspondence, reports, meeting materials, and communications for diverse global audiences.
• Strong computer and technical skills and experience with collaboration and communication tools such as MS 365 business applications including Word, Excel, PowerPoint, Copilot or similar tools.
• Proficient in use of collaboration tools such as Outlook, SharePoint, Teams, and telepresence-enabled Teams.
• Demonstrated ability to apply digital technologies, automation, and collaboration tools to improve efficiency, effectiveness, documentation, reporting, and global operating processes.
• Ability to work independently and as part of a global team.
• Proven time management and organization skills.
• Excellent interpersonal skills, positive demeanor, confident style, and can-do attitude.
• Ability to professionally engage with demanding and sometimes challenging stakeholders.
• Good judgment and decision-making skills.
• Operates with a high degree of independent action and initiative; analyzes new, unusual, or complex assignments and determines the best methods and procedures to complete them.
• Ability to prioritize, take initiative, and develop creative, non-standard solutions to complex and diverse administrative, operational, and stakeholder needs.
• Ability to multi-task in a sometimes high-stress environment.
• Significant attention to detail, follow-through, ownership mindset, and ability to manage competing priorities with minimal instruction and broad guidelines.
• Comprehensive understanding of assigned work, company policies, and organizational practices, with the ability to recommend, modify, and improve processes, procedures, and ways of working.
• Ability to act as an informal team lead by guiding work, supporting adoption of improved practices, and helping resolve escalations across internal and external stakeholders.