Executive Administrative Assistant

Administrative Assistant

We are the makers of possible

BD is one of the largest global medical technology companies in the world. Advancing the world of health™ is our Purpose, and it's no small feat. It takes the imagination and passion of all of us—from design and engineering to the manufacturing and marketing of our billions of MedTech products per year—to look at the impossible and find transformative solutions that turn dreams into possibilities.

We believe that the human element, across our global teams, is what allows us to continually evolve. Join us and discover an environment in which you'll be supported to learn, grow and become your best self. Become a maker of possible with us.

Position Summary

Provides high-level administrative support to two senior executives within our Peripheral Intervention (PI) business unit, managing sensitive and time-critical information with discretion. Oversees complex scheduling and prioritization of meetings, deadlines, and presentations to ensure seamless execution. Organizes executive workload and coordinates multiple tasks simultaneously, including compiling and preparing confidential business data and strategic plans. Serves as a key point of contact for internal teams and external stakeholders such as customers, physicians, and corporate officers across U.S. and global operations. Collaborates closely with administrative staff in other departments and consistently maintains a professional and polished presence in this highly visible role.

Key Responsibilities:

• Arranges complex and detailed travel arrangements (domestic & international) to include travel documents/applications/renewals, flights, hotels, transfers, itineraries, agendas, and any pre-read materials.
• Drafts, edits, and reviews correspondence, surveys, presentations, meeting minutes, and reports with exceptional accuracy and confidentiality. Exercises sound judgment in prioritizing and routing materials, ensuring critical items receive timely attention.
• Provides comprehensive administrative support to the department(s), delivering meticulous assistance to VP/GMs and leadership teams on special projects and initiatives.
• Works closely and effectively with the VP/GMs and their leadership teams to keep them well informed of upcoming commitments and responsibilities, reaching out in advance and following up appropriately. Acts as a "barometer", having a sense for the issues taking place in the environment and keeping the VP/GMs updated.
• Manages complex executive calendars with precision, ensuring optimal time utilization and seamless coordination across global time zones. Proactively prioritizes meetings, deadlines, and commitments while maintaining accessibility for key stakeholders. Responds promptly to communications and provides scheduling support beyond standard business hours as needed.
• Proactively prepares and tracks complex expense reports, including reconciling all credit card receipts in Concur.
• Serves as a liaison for Sr. Leaders at VP or GM level as it relates to all administrative responsibilities for the function(s), and between other functional departments and across the organization.
• Interfaces directly with physician and healthcare professionals to initiate and manage contracts and coordinate travel and honorarium payments.
• Assists in the organization of company events, trade shows, and charitable activities.
• Tracks marketing expenditures and maintains budget records.
• Processes POs and invoices, adds new vendors to ERP system and interfaces with accounts payable.
• Partners cross-functionally on projects and reporting
• Orders, maintains and ensures availability of supplies and materials for the department.
• All other duties as assigned.

Minimum Qualifications and Requirements:

• Bachelors degree preferred. High School diploma required.
• Minimum 6 years of administrative experience supporting senior level leaders at the Director or Vice President level required.
• Thorough knowledge of Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, and SharePoint) and Concur or a similar Travel & Expense system required. Experience using Adobe Acrobat and DocuSign preferred.
• Proven experience managing the planning and logistics of events and meetings both small and large scale.
• Demonstrated ability in end-to-end project management with proven ability to meet deadlines required.
• Excellent communication skills, both verbal and written, with the ability to communicate in a clear and understandable manner required.
• Excellent time management skills, ability to prioritize and use time effectively and efficiently required.
• Demonstrated ability to handle sensitive and confidential situations with tact and diplomacy, maintaining confidentiality and professionalism required.

This job description is intended as a summary of the primary responsibilities of and qualifications for this position. The job description is not intended as inclusive of all duties an individual in this position might be asked to perform or of all qualifications that may be required either now or in the future.

For many roles at BD, employment is contingent upon the Company's receipt of sufficient proof that you are fully vaccinated against COVID-19. In some locations, weekly testing for COVID-19 may be available instead of vaccination. Consistent with BD's Workplace Accommodations Policy, requests for accommodation will be considered pursuant to applicable law.

Why join us?

A career at BD means being part of a team that values your opinions and contributions and that empowers you to bring your authentic self to work. Here our associates can fulfill their life's purpose through the work that they do every day.

You will learn and work alongside inspirational leaders and colleagues who are equally passionate and committed to fostering an inclusive, growth-centered, and rewarding culture. Our Total Rewards program — which includes competitive pay, benefits, continuous learning, recognition, career growth, and life balance components — is designed to support the varying needs of our diverse and global associates.

Primary Work Location

USA AZ - Tempe Headquarters

Additional Locations

Work Shift