The successful candidate requires the ability to anticipate needs with a consistent focus on priorities within the GT and HR group. Candidates must be able to coordinate administrative projects and have a proven track record in supporting senior-level management in a fast-paced environment. Success in this role requires strong attention to detail, exercising superior judgment, time-management skills, collaborative relationships across the organization and the ability to deal with highly confidential information in a sensitive and appropriate manner.
The position is based in Newark, New Jersey and is a full-time, permanent position.
The successful candidate will:
- Provide support for the HRBP team, including managing several calendars
- Work closely with principal(s) to proactively manage high-level priorities
- Act as liaison for principal(s), including regularly relaying information to members of team and others
- Heavy calendar management, including setting-up of meetings, conference calls, etc. and ensure the proper preparation of all meeting materials, agendas, and any related meeting logistics
- Manage special projects, internal presentations, and team events
- Ability to make decisions and recommendations
- identify needs and typically is responsible for managing projects, i.e. budget management
- Regularly and independently research and or respond to a portion of the principal’s email and telephone inquiries
- Communicate sensitive information to senior management and external sources
Perform other administrative duties and initiatives as assigned
Coordinate travel arrangements
- Prepare general and travel expense vouchers
- Process vendor invoices
- Work together with the existing executive administrative support for the GT HR group and provide back-up support and coverage within the department as needed
3-5 years of executive assistant experience supporting senior level executives, HR experience is a plus.
Proficiency in Microsoft Suite: PowerPoint, Excel, OneNote, and Word and willingness to learn systems as needed
Knowledge of systems, including PeopleSoft, Cognos, Jobs database, Procurement, Comp, ETM, ISAMS, MyTime, TRIRGA, CWT, Taleo, Manager Zone, etc.
Resourcefulness and the ability to negotiate schedules and conflicts with other assistants and partners
Excellent organization, meeting planning, and project management skills with the ability to effectively juggle multiple high-level priorities
Excellent written and oral communication skills
Forward thinking, actively seeking opportunities for improvement and proposing solutions
Self-motivated; demonstrates initiative and anticipates issues, provides realistic solutions, employs sound judgment and makes timely decisions
A positive attitude, strong interpersonal skills, initiative, flexibility, dependability, and a high level of motivation with the ability to collaborate are essential
Is proactive and goes the extra mile while juggling multiple priorities with quality result
A high degree of integrity, professionalism, and responsibility
Ability to work independently and manage his/her workload (and the work of others) under deadlines
Discretion required in handling highly sensitive and confidential information
Ease in working in a fast-paced environment and adapting to changing priorities
Excellent partnering skills are required – must be a team player
Able to work independently with minimal supervision, work under tight time constraints, and be able to prioritize his/her work
Demonstrated ability to develop and manage relationships with internal and external partners
Ability to network within the company
Flexibility to work overtime as needed
Prudential is a multinational financial services leader with operations in the United States Asia Europe and Latin America. Leveraging its heritage of life insurance and asset management expertise Prudential is focused on helping individual and institutional customers grow and protect their wealth. The company’s well-known Rock symbol is an icon of strength stability expertise and innovation that has stood the test of time. Prudential’s businesses offer a variety of products and services including life insurance annuities retirement-related services mutual funds asset management and real estate services. For more information please visit www.prudential.com.
Prudential is not accepting unsolicited resumes from search firms for this open position unless contracted with Staffing. Agencies must work with Staffing as the primary point of contact and follow the Prudential application process to be considered for business. All resumes submitted by search firms to any employee at Prudential via-email Internet or directly to hiring managers in any form without a valid written search agreement in place for that position will be deemed the sole property of Prudential and no fee will be paid in the event the candidate is hired by Prudential.
Note: Any search agreement entered into with Prudential before January 2004 is null and void. Search firms are essential to the recruitment and staffing efforts at Prudential and we value the partnerships we have built with our preferred vendors. Prudential has established and regularly maintains a preferred vendor list and even preferred vendors need to have a written search agreement signed by the Director Recruiting Programs Staffing at Prudential in place for the specific position in order for a fee to be paid for any candidate referrals.
Job Function Administrative and Support Services
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SCIEX helps to improve the world we live in by enabling scientists and laboratory analysts to find answers to the complex analytical challenges they face. Our leadership in LC-MS and CE-MS have made us a trusted partner globally to those who are focused on basic research, drug discovery, food and environmental testing, forensic toxicology, clinical research and diagnostics. With over 40 years of innovation, we continue to redefine what is achievable in routine and complex analysis.
We are seeking smart, team-oriented people who have purpose and are committed to helping us deliver Answers for Science. Knowledge for Life. ™ Our global team, located on every continent, is our greatest strength, bringing diverse perspectives and breakthrough thinking. With the power of the Danaher Business System behind us, it’s our people who have made us the industry leader. Come join our winning team. Visit us at www.sciex.com.
This key position will provide a sophisticated level of administrative support and coordination to the SVP of Sales, Service, and Customer Support, and Global VP, Biopharma Business. The position requires collaborating with Management and site employees to maintain smooth office operations. Working with minimal direction and a high level of administrative skill in a fast-paced environment, the Executive Assistant will exercise professionalism, subtlety, tact, discretion and confidentiality. Strong initiative and judgment are required with the ability to plan, direct and coordinate many tasks on behalf of the executive and their team.
Build relationships with global partners including but not limited to the supporting executive’s direct reports, their executive assistants, and develop self as the clear resource to organizing and adapting executive’s time to key meetings/times.
Executive calendar ownership and organization via Outlook, with forward thinking aptitude for timelines, time zones, availability, deliverables, and prep-time. This person will have an overall understanding of, and request preparation for, materials relevant to key meetings for review PRIOR to discussion. Lead corresponding conference room bookings and any additional support including A/V and supplies.
Lead Commercial and Biopharma BU Annual Calendar, Quarterly Commercial Meetings, Monthly Team Meetings, PD/OPS, and Quarterly Business updates. Intimacy with preparation material and timelines, and persuasive management of key partners (Direct reports) and coordination with administrative support (EA) is essential/
Work with key partners (e.g. internal event’s leadership) to organize key internal meetings, seminars, workshops, and special projects such as team buildings and Kaizen’s. Retain ownership of the logistics of meetings while collaborating closely with key partners to ensure critical aspects both IN and OUT of the actual meeting space are successful. These include agenda delivery and details, site-readiness and appropriateness for meetings, and internal/external activities to support team-development and integration.
Research, understand, and OWN complex domestic and international travel (which includes passport and Visa preparation). Excellent coordination with, and communication to, global EA’s and leadership team is critical.
Lead documentation flow for both executives, including signature requests, reports, mail and all correspondence. Also be responsible for electronic approvals and requests related to vacation time, legal signatures, staff expenses, purchase order and check requests, and any other special requests such as drafting communications.
Lead of all facets of expense process supported Executives and their few designated reports also a key responsibility utilizing the Concur system.
Collaborate closely with internal and external contacts on behalf of the executive, such as BOD meetings and VIP customers.
Lead quarterly and yearly calendar development – including context on amount of time allocated to key internal and external stand requests, Gemba visits, and collaborate closely with executives on adjustments as required as year progresses.
Proactively identify and coordinate catering requests,. Assist with on-site coordination of vendor, room prep, clean-up, etc.
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10 years of recent senior/executive administrative support experience in a corporate setting
Extensive experience with complex international travel and Visa coordination
Excellent Business writing skills
Ability to work independently, self-starter
Experienced at appropriately handling highly sensitive and confidential materials/matters
Advanced PC skills with MS Excel/Word/PowerPoint, Outlook, Sharepoint, Box, Concur, AMX online system, and various Web browsers Additional Requirements:
Professional, resourceful, and positive work attitude is essential
Excellent organizational, time management and project management skills
The above statements are intended to describe the general nature and level of work being performed by incumbent. They are not intended to be an exhaustive list of all responsibilities, duties and skills required by incumbent. Incumbent may be required to perform other duties as assigned.
Danaher is a global science & technology innovator committed to helping our customers solve complex challenges and improve quality of life worldwide. Our world class brands are leaders in some of the most demanding and attractive industries, including life sciences, medical diagnostics, dental, environmental and applied solutions. Our globally diverse team of 71,000 associates is united by a common culture and operating system, the Danaher Business System, which serves as our competitive advantage. We generated $19.9B in revenue last year. We are ranked #162 on the Fortune 500 and our stock has outperformed the S&P 500 by more than 5,200% over 25 years.
At Danaher, you can build a career in a way no other company can duplicate. Our brands allow us to offer dynamic careers across multiple industries. We’re innovative, fast-paced, results-oriented, and we win. We need talented people to keep winning. Here you’ll learn how DBS is used to shape strategy, focus execution, align our people, and create value for customers and shareholders. Come join our winning team.
Danaher is committed to competitive compensation that typically has key components including base salary, variable annual incentive compensation based on personal and company performance, and long-term incentive.
Equal Opportunity Employer
Danaher Corporation and all Danaher Companies are equal opportunity employers that evaluate qualified applicants without regard to race, color, national origin, religion, sex, age, marital status, disability, veteran status, sexual orientation, gender identity, or other characteristics protected by law. The “EEO is the Law” poster is available at: http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf.
Individuals who need a reasonable accommodation because of a disability for any part of the employment process should call 202-419-7762 or e-mail [email protected] to request accommodation.
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- Associate’s, Bachelor’s, or other advanced degree/training (CPS) preferred.
- A minimum of seven (7) years of experience supporting individuals at the VP level and above is required.
- Expert level proficiency with Microsoft Office programs (Word, Excel, PowerPoint, Outlook, etc.) is required.
- Proficiency in Ariba, Concur, CTO, Our Source and Workday is required.
- Demonstrated agility and willingness to learn.
- Must possess strong organizational skills, and the ability to be extremely flexible while managing conflicting, shifting, and competing priorities.
- Demonstrated ability to anticipate issues that may arise while taking initiative and acting with a high level of sense of urgency is required.
- Must be a team player with strong interpersonal skills, and a demonstrated ability to collaborate and partner well with internal and external stakeholders.
- Ability to manage a high level of confidential matters is required.
- Must possess extensive working knowledge and understanding of highly matrixed organizations, familiarity with the enterprise organizational structure, and the proven ability to support multiple senior level executives is required.
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