Location: Franklin Lakes, NJ, USA
# Job Description Summary
# Job Description
The Administrative Assistant will play a key role in the success of several global leaders and functions within the BD Medical \- Pharmaceutical Systems business located in Franklin Lakes, NJ and Pont de Claix, France\. This position will be on site in Franklin Lakes, NJ\. In addition to providing diverse, advanced and confidential administrative support functions, the associate should be highly motivated to positively impact the business and deliver excellent service to associates at all levels within the business\. This is a non\-stop, exciting role if you are an experienced Senior Administrative Assistant who is professional, flexible, independent, has initiative, and puts emphasis on providing exceptional customer service\.
**Essential Job Functions/Requirements:**
o Acts as a highly visible liaison for Sr\. Leaders at Director and VP/GM levels as it relates to all administrative responsibilities for the function\(s\)\. Will interact and maintain a high level of professional conduct with key internal leaders and external business partners\. Prioritize conflicting needs and handle matters expeditiously, proactively and follow\-through on all responsibilities to successful completion\.
o Manages and ensures the daily schedule and calendars for multiple leaders while ensuring key individuals have accessibility to the leader\(s\) as needed\. This involves maintaining multiple leaders' dynamic calendars across multiple time zones, arranging complex and detailed travel plans \(domestic & international; e\.g\. flights, hotels, cars, Passports and Visas, if required, etc\.\), itineraries, and agendas, setting up Skype/Conference Calls, completing expense reports and various reports as well as overseeing administrative and organizational responsibilities\.
o Prepares, edits, and/or analyzes edits incoming and outgoing correspondence, PowerPoint Presentations, and reports, while maintaining a high level of quality, accuracy and confidentiality\. Exercise judgement and discretion in determining routing of material and bringing important item\(s\) forward\. Generates and issues purchase orders and invoices\.
o Provide routine administrative support such as copying, faxing, scanning, organizing and filing confidential files and records systems of the organization\. Ensure office supplies and equipment are available\. Manage and update mailing lists, calendar invitations, and SharePoint files and folders\.
o Coordinates and organizes meetings \(both small and large scale\) and visitors to the Franklin Lakes, NJ site, which involves all planning and logistics and seeing it through to flawless execution\. In addition, coordinates details and logistics for other on and off\-site special events \(e\.g\. external recognition dinners, training sessions, etc\.\) for groups ranging in size from 25 to more than 100 people, inclusive of selecting event site, catering, and entertainment, and working closely with event staff to ensure the event is a success\.
o Manage end to end vendor's procurement process for the functions \(e\.g\. supplier creation, purchase orders, etc\.\); including tracking budget\(s\) related to POs and vendors activities\.
o Assist leaders with the setup of new hires\. Coordinates end to end on\-boarding process from interview schedule through BD New Hire Procedures; including, technology requests, cubical space planning, 1:1 introductions across the team\(s\), etc\. Assist new hires with processes including expense and travel systems and other internal processes and tools\. Manage SOFIT application user access\.
o Functions with a high level of independence, making decisions in the absence of the Sr\. Leader\(s\), regarding meeting requests, deadlines, follow\-up issues, etc\.
o Facilitates generation of weekly and monthly reports, coordinates travel \(domestic and international\) and meeting arrangements\. Attends meetings, when requested, for the purpose of assisting leaders with their duties/responsibilities\.
o Maintains a system to track all expense activity and reconciles on a weekly basis and within financial guidelines\. Provides monthly updates to directors and managers to provide information to assist with decision\-making\.
o Maintains all organizational and administrative support systems for the department\. Aids the Sr\. Leaders, respective departments, and other Senior Assistants in accomplishing special projects assigned to area\.
**Education and Qualifications Required:**
o Bachelor of Science degree or Bachelor of Arts degree preferred, but not required\. High School degree required with secondary education in the area of administrative support is highly recommended\.
o Six to eight years of advanced administrative experience supporting senior managers at the Director or Vice President level or above\. Proven experience managing the planning and logistics of events and meetings both small and large scale\. Understanding of global travel logistics planning and coordinating multiple participants from different global locations\.
o Ability to Travel: less than 10%, minimum of 2 times per year for off\-site events; international travel is not required\.
o Must be a self\-starter and be able to make independent decisions without supervision in high pressure circumstances\. This includes someone who does not get flustered or overwhelmed in the face of immediate request, tight timelines, or urgent requests\. Must be highly organized, detail orientated, and be a proactive, independent thinker with excellent communication \(verbal and written\) and time management skills\.
o Demonstrate ability and willingness to continuously acquire new competencies and accept new challenges
o Proficient in all Microsoft Office applications, Adobe Acrobat, DocuSign, and SAP\. Knowledge of Concur Travel & Expense a plus\. Ability to learn new applications easily and quickly\.
o Ability to maintain strict confidentiality, exercising discretion and independent judgment on matters of significance\. Use political savvy and sophistication to filter through and facilitate actionable items
o Requires exceptional organizational skills; ability to handle multiple interruptions and adjustments to priorities throughout the day, including the ability to perform administrative work for a variety of people while organizing priorities and meeting deadlines\.
o Must be willing to go the extra mile\.
# Primary Work LocationUSA NJ \- Franklin Lakes
# Additional Locations
# Work Shift
Becton, Dickinson and Company is an Equal Opportunity/Affirmative Action Employer. We do not unlawfully discriminate on the basis of race, color, religion, age, sex, creed, national origin, ancestry, citizenship status, marital or domestic or civil union status, familial status, affectional or sexual orientation, gender identity or expression, genetics, disability, military eligibility or veteran status, or any other protected status.