What are the responsibilities and job description for the Assistant, Sr. Exec Admin position at Evident Scientific?
Working Location: MASSACHUSETTS, WALTHAM
Are you looking for a company that cares about people’s lives and health, including yours? At EVIDENT, we help make people’s lives healthier, safer and more fulfilling, every day.
Let’s inspire healthier lives, together.
Job Description
The Senior Executive Assistant will support members of the C suite for Evident Scientific. This person performs a variety of administrative duties to ensure that the Office of the Executives operate efficiently. He/she is responsible for properly administering various activities, policies, and programs so that the Executive Team focuses on business concerns and issues. This person coordinates and administers Corporate Office schedules, activities, policies, and programs, composes routine and confidential business correspondence, screens incoming correspondence and emails, enters and tracks budgetary expenses, assists in travel arrangements with agency, organizes and schedules meetings, and other administrative activities in support of the executive team. The successful candidate should also be willing to work beyond typical office hours to respond to issues (example: when an overseas trip requires attention).
Job Duties
Education and Relevant Experience
INTEGRITY
It’s a big part of your life, but not the only part. That’s why we offer competitive salaries, a robust 401(k) program, annual bonus program and comprehensive medical benefits, as well as tuition reimbursement, flexible schedules, parental and adoption leave, on-site services and Colleague Affinity Networks — so you can be ready for where life can take you.
EVIDENT is passionate about the solutions it creates for the life sciences, and industrial equipment industries. For more than 100 years, Evident has focused on making people’s lives healthier, safer and more fulfilling by helping detect, prevent, and treat disease, furthering scientific research, ensuring public safety, and capturing images of the world. Evident has manufactured microscopes since the company’s founding in 1919. Today, EVIDENT is a leading manufacturer of optical and digital microscope systems for life science solutions. EVIDENT’s Life Sciences division supplies microscope systems for biological use in clinical, research, and educational applications. For more information, Click Here .
It is the policy of EVIDENT to extend equal employment and advancement opportunity to all applicants and employees without regard to race, color, national origin (including language use restrictions), citizenship status, religious creed (including dress and grooming practices), age, sex (including pregnancy, childbirth, breastfeeding, medical conditions related to pregnancy, childbirth and/or breastfeeding), gender, gender identity and expression, sexual orientation, marital status, disability (physical or mental) and/or a medical condition, genetic information, ancestry, veteran status or service in the uniformed services, and any other characteristic protected by applicable federal, state or local law.
Posting Notes: || United States (US) || Massachusetts (US-MA) || Waltham ||
Are you looking for a company that cares about people’s lives and health, including yours? At EVIDENT, we help make people’s lives healthier, safer and more fulfilling, every day.
Let’s inspire healthier lives, together.
Job Description
The Senior Executive Assistant will support members of the C suite for Evident Scientific. This person performs a variety of administrative duties to ensure that the Office of the Executives operate efficiently. He/she is responsible for properly administering various activities, policies, and programs so that the Executive Team focuses on business concerns and issues. This person coordinates and administers Corporate Office schedules, activities, policies, and programs, composes routine and confidential business correspondence, screens incoming correspondence and emails, enters and tracks budgetary expenses, assists in travel arrangements with agency, organizes and schedules meetings, and other administrative activities in support of the executive team. The successful candidate should also be willing to work beyond typical office hours to respond to issues (example: when an overseas trip requires attention).
Job Duties
- Utilize exceptional judgement and discretion on a variety of confidential business matters
- Proficient in various computer software programs e.g., MS Office Suite to record and analyze information.
- Maintains records and logs communicating with various internal and external resources and notifying executives of any problems that may arise.
- Provide administrative assistance to other departments as requested by leadership.
- Collect information and updating contacts.
- Coordinating and distributing key business documents to team members as needed
- Responds to and screens incoming correspondence.
- Direct requests to appropriate personnel or provides information to complete the request.
- Takes and relays messages.
- Generates routine and confidential letters reports and memoranda from rough draft or written notes ensuring accurate grammar spelling and business formats.
- Composes business correspondence. Sends original and copies of correspondence to designated addressees. Maintains correspondence files.
- Makes travel arrangements for corporate executives and visitors to Evident, which involves working directly with service providers to arrange transportation and lodging. Prepares and distributes travel itineraries.
- Arranges dining at approved venues. Reviews and logs travel and entertainment forms.
- Processes Concur expenses for reimbursement.
- Organizes and schedules on site or off-site meetings. Ensures that facilities are adequate.
- Maintains a calendar of itineraries and schedules and coordinates business meetings and conference calls.
- Provides periodic updates of current and forthcoming deadlines.
- Ensures billing charges are appropriate for invoices assigns general ledger accounting code processes purchase requisitions for invoices and submits bills for signature for payment in a timely manner.
- Organizes and maintains files of records. Maintains all appropriate forms and files material as required. Recovers information from files upon request.
- Participate actively in the development and implementation of a continuous improvement culture.
Education and Relevant Experience
- BS/BA degree preferred
- Prior experience supporting C-Level Executives
- Minimum of ten (10) years administrative experience
- Knowledge of desktop computer tools e.g. Word, Excel, PowerPoint, Outlook, Concur, SharePoint
- Excellent organizational skills
- Project management skills
- Excellent working knowledge of Microsoft Office 365
- Excellent, concise written and verbal communication skills. Tact and diplomacy, etiquette.
- Understanding of the principles of customer service.
- Ability to work with employees at every level in the organization.
- Attention to detail is a necessity
- Demonstrable experience of problem solving / analytical skills.
- Comfortable managing small projects to completion.
- Global mindset is a plus.
INTEGRITY
- EMPATHY
- LONG-TERM VISION
- AGILITY
- COLLABORATION
- Many Evident positions are located at export-control-restricted work locations or require access to export-controlled information. To be considered for these positions, you must be a U.S. Persons. If hired, you must be able to provide valid proof of such status.
It’s a big part of your life, but not the only part. That’s why we offer competitive salaries, a robust 401(k) program, annual bonus program and comprehensive medical benefits, as well as tuition reimbursement, flexible schedules, parental and adoption leave, on-site services and Colleague Affinity Networks — so you can be ready for where life can take you.
EVIDENT is passionate about the solutions it creates for the life sciences, and industrial equipment industries. For more than 100 years, Evident has focused on making people’s lives healthier, safer and more fulfilling by helping detect, prevent, and treat disease, furthering scientific research, ensuring public safety, and capturing images of the world. Evident has manufactured microscopes since the company’s founding in 1919. Today, EVIDENT is a leading manufacturer of optical and digital microscope systems for life science solutions. EVIDENT’s Life Sciences division supplies microscope systems for biological use in clinical, research, and educational applications. For more information, Click Here .
It is the policy of EVIDENT to extend equal employment and advancement opportunity to all applicants and employees without regard to race, color, national origin (including language use restrictions), citizenship status, religious creed (including dress and grooming practices), age, sex (including pregnancy, childbirth, breastfeeding, medical conditions related to pregnancy, childbirth and/or breastfeeding), gender, gender identity and expression, sexual orientation, marital status, disability (physical or mental) and/or a medical condition, genetic information, ancestry, veteran status or service in the uniformed services, and any other characteristic protected by applicable federal, state or local law.
Posting Notes: || United States (US) || Massachusetts (US-MA) || Waltham ||
