Executive Assistant

Job Description The Executive Assistant will provide organizational and administrative support to the VP/GM Dispensing and other members of the leadership team. This is a participative, hands‑on role that also includes complex administrative responsibilities. This highly‑visible position serves as the primary administrative liaison with members of senior management, external stakeholders, and their assistants. This role is expected to leverage modern productivity technologies, including AI‑enabled tools, to enhance efficiency, improve the quality of executive support, and help leaders operate effectively in a fast‑paced environment. Key Responsibilities Proactively manage complex calendars with competing priorities to keep the leader and team abreast of meetings and tasks and ensure leaders have the information necessary to navigate their day. Coordinate meetings and proactively resolve conflicts, including making recommendations for meetings with other leadership team members. Handle all administrative matters related to on‑site and off‑site meetings, including booking meeting rooms, arranging catering, gathering supplies, and ensuring the room is equipped appropriately. Stay current on emerging administrative technologies, including AI tools and automation capabilities, and identify opportunities to streamline work, improve responsiveness, and enhance executive support processes. Manage requests for the leader’s time, differentiating the sense of urgency of each request. Create high‑quality PowerPoint presentations and Excel spreadsheets, maintain organizational charts, and update departmental files. Assemble, compile and maintain data, performing basic internet research for scheduled reports, presentations and ad‑hoc projects. Use AI‑enabled productivity tools responsibly to support meeting preparation, document drafting, summarization, research, action‑item tracking, and presentation development, applying sound judgment, validating outputs, and maintaining confidentiality. Prepare executive briefing materials by synthesizing information from emails, meeting notes and reports into concise summaries, decision points and follow‑up actions using digital and AI‑supported tools where appropriate. Respond to telephone, email and in‑person inquiries, provide general information and refer inquiries to appropriate sources, determine level of importance and elevate appropriately, and handle confidential information and sensitive correspondence. Schedule business travel and accommodations and reconcile and maintain expense reports. Support leaders by leveraging available technologies, including AI‑based tools, to improve efficiency in calendar planning, travel coordination, meeting logistics and routine administrative workflows. Organize town hall meetings, including preparation of the agenda and presentation materials, logistics, and pulling all relevant data in preparation for the meeting. May also be required to work with other functions such as graphics and corporate communications to create an impactful event. Draft, format and refine executive communications, presentations, agendas and meeting recaps using AI tools to accelerate first drafts and improve quality, while ensuring accuracy, tone, alignment to leadership intent and adherence to company standards. Help track priorities, deliverables and follow‑up actions across multiple stakeholders using digital tools and AI‑assisted workflow support to improve organization, visibility and execution. Serve as back up for other executives when needed. Qualifications Education Minimum of a High School Diploma or GED with formal training or equivalent work experience required. College degree a plus, but not required. Experience Minimum 10+ years experience as an Executive Assistant supporting multiple leaders including VP level in a multi‑functional, matrixed, fast‑paced and diverse multicultural environment, preferably at progressively responsible and/or corporate level. Knowledge & Skills Self‑starter with the desire and ability to take initiative; ability to learn quickly required. Extreme confidentiality, discretion and integrity required. Demonstrated ability to work independently under time constraints, manage competing priorities and deadlines, and handle multiple tasks efficiently while maintaining the highest quality. Experience using A.I., Workday, PowerPoint and Excel. Proficiency with Concur and SAP (travel and expense reports) preferred. Strong proficiency with MS Office tools (Outlook, Word, etc.) required. Proficiency with modern digital workplace tools, including AI‑enabled productivity applications (e.g., for summarization, drafting, scheduling support, research and presentation development), with the ability to use such tools effectively, efficiently, and responsibly. Strong communication and interpersonal skills, given the significant contact with senior management and external contacts required. A keen sense of urgency in delivering tasks, with a proven ability to effectively prioritize, complete multiple tasks and change work priorities to meet unexpected deadlines, including working additional hours when necessary. Strong customer service focus, highly organized and detail oriented. Must be able to identify and resolve problems and requests in a proactive and timely manner. Must be able to gather and analyze information skillfully. Strong critical thinking and judgment skills, including the ability to review, verify, and refine AI‑generated content for accuracy, completeness, appropriateness and alignment with business context. Proven ability to work well in a team‑oriented environment. Demonstrated ability to exchange information clearly and concisely. Ability to synthesize large volumes of information into clear, executive‑ready summaries, action items, and presentation content using independent judgment and technology‑enabled tools. Comfort learning new technologies quickly and adapting to evolving tools, systems and process improvements in a fast‑paced executive environment. Understanding of appropriate and ethical use of AI tools, including protection of confidential information, data privacy awareness and adherence to company policies and governance standards. Strong process orientation with the ability to identify opportunities for automation, standardization and increased efficiency in administrative and operational support activities. Primary Work Location : USA CA - San Diego Bldg A&B Salary Range Information : $35.30 - $56.50 USD Hourly Becton, Dickinson, and Company is an Equal Opportunity Employer. We evaluate applicants without regard to 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, and other legally protected characteristics. #J-18808-Ljbffr