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Executive Administrative Assistant

Executive Administrative Assistant The Executive Administrative Assistant provides high-level ... Highly organized, self-directed, and comfortable operating with a high degree of autonomy in a fast ...

Vesta

Executive Administrative Assistant

Lanham, MD · On-site

$30/hr

Coordinate and schedule Board of Directors, committee, and executive meetings. * Prepare ... Perform other administrative duties that support organizational operations. Qualifications

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Executive Administrative Assistant

Raleigh, IL • On-site

Laboratoire Guerbet
See more jobs at Laboratoire Guerbetexternal

Full-time

Re-posted 21 days ago

Key responsibilities

  • Provide comprehensive administrative support to the Site Director, including calendar management, meeting coordination, travel arrangements, and expense processing.

  • Assist with preparing, editing, and coordinating correspondence, presentations, reports, and executive-level documents.

  • Coordinate site operations activities such as meetings, events, training sessions, and communication management.

Job description

Executive Administrative Assistant
At Guerbet, we build lasting relationships so that to enable people to live better. This is Our Purpose.
We are a global leader in medical imaging, offering an extensive portfolio of pharmaceuticals, medical devices, digital and AI solutions, for diagnostic and interventional imaging. As a pioneer in the field of contrast products since the last 95 years ,we continuously innovate. We dedicate 10% of our revenue to Research & Development such as to improve the diagnosis, prognosis and quality of life of patients.
Achieve, Cooperate, Care and Innovate are the values that we share and practice on a daily basis.
Working at Guerbet is not only being part of a multicultural team of 2,600 people across more than 20 countries, but, it is above all about playing a unique role in the future of medical imaging.
For more information on Guerbet, go to www.guerbet.com and follow Guerbet on Linkedin, Twitter, Instagram and Youtube
WHAT WE ARE LOOKING FOR
The Executive Administrative Assistant will operate in full compliance with applicable hygiene, safety, quality, and regulatory standards, and in alignment with the organization's framework, company's procedures, and the defined scope of responsibility the role is accountable for.
The Executive Administrative Assistant provides high-level administrative support to site operations, including direct assistance to the Site Director, the Human Resources Department, and the Site Leadership Team (SLT). This role requires exceptional organizational skills, strong attention to detail, and the ability to handle confidential and sensitive information with professionalism and discretion. In addition, this role requires the ability to communicate effectively at all levels of the organization.
YOUR ROLE
Executive & Leadership Support
  • Provide comprehensive administrative support to the Site Director, including calendar management, meeting coordination, travel arrangements, and expense processing.
  • Prepare, edit, format, and coordinate correspondence, presentations, reports, and other executive-level documents.
  • Anticipate leadership needs and proactively support SLT initiatives to improve efficiency, communication, and organizational effectiveness.
  • Assist with preparing meeting agendas, materials, taking minutes, and distributing follow-up documentation.

Human Resources Administrative Support
  • Provide administrative support to the Human Resources department across key employee lifecycle processes, including recruitment, onboarding, and offboarding.
  • Support the coordination of interview schedules, candidate visits, and related logistics in partnership with HR and hiring managers.

Site & Cross-Functional Coordination
  • Serve as a key administrative resource for operations staff and site personnel, ensuring smooth communication and workflow across departments.
  • Coordinate plantwide meetings, town halls, safety events, audits, and cross-functional activities.
  • Support the planning and execution of employee engagement programs, recognition events, wellness activities, annual celebrations, and other sitewide initiatives.
  • Coordinate training room scheduling, room setup, and materials for on-site training sessions.

Communications & Information Management
  • Manage incoming communications (email, phone, visitors) and route inquiries appropriately.
  • Assist with internal communications, including announcements, newsletters, and updates to bulletin boards or digital displays.
  • Organize and maintain electronic and physical filing systems in compliance with company policies and regulatory requirements.
  • Handle confidential and sensitive information with the highest level of discretion and integrity.

Site Administrative Operations
  • Manage general site administrative operations, including office supplies, purchasing card transactions, mail distribution, shipping and receiving of administrative packages, document courier requests, and coordination of facility service needs for administrative spaces.
  • Serve as a point of contact for visitors, contractors, service providers, auditors, and corporate leadership; assist with organizing plant tours as needed.

Department Specific/Non-Essential Functions:
  • Provide backup administrative support to other departments during absences or peak workload periods.

Performs other duties as assigned by management.
YOUR BACKGROUND
Required Qualifications
  • Associate's or Bachelor's degree in Business Administration or a related field.
  • Minimum of 5 years of executive administrative assistant experience.
  • High proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
  • Demonstrated ability to maintain strict confidentiality with sensitive and proprietary information.
  • Strong organizational, communication, and multitasking skills.
  • Ability to work independently, exercise sound judgment, and manage competing priorities in a fast-paced environment.

Preferred Qualifications
  • Experience supporting Human Resources functions and/or senior leadership teams.
  • Familiarity with cGMP environments or other regulated industry standards.
  • Notary certification.

Physical Requirements:
  • Ability to lift and carry up to 25 lbs. occasionally (e.g., office supplies or meeting materials).
  • Occasional bending, reaching, or stooping to access files, storage areas, or office supplies.

Cognitive Requirements:
  • Professional demeanor and strong interpersonal skills.
  • High level of confidentiality, integrity, and ethical judgment.
  • Strong attention to detail and accuracy.
  • Initiative, adaptability, and problem-solving ability.

Effective collaboration with cross-functional teams.
Reason to join US
Much more than a Competitive salary,
We offer continued personal development. When you join Guerbet, you :
  • Are choosing a global leader with recognized expertise in diagnostic and interventional imaging,
  • Are joining our 2820 collaborators who are committed every day to offering innovative solutions to improve quality of patient's life all over the world,
  • Are joining a company where we value diversity of talents coming from various horizon.

We # Innovate # Cooperate # Care #Achieve at Guerbet.
Guerbet is an Equal Opportunity Employer. As an organization, we believe that no individual should be discriminated against because of their differences, which includes the following: age, disability, ethnicity, gender, gender identity and expression, religion, or sexual orientation. All employment decisions shall be made without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status, or any other basis as protected by federal, state, or local law. Guerbet is committed to diversity, equity, and inclusion.
Guerbet provides accommodations to applicants and employees with disabilities. If you need an accommodation to apply for a position please send an email to careers@guerbet.com or you can also call this number +19843443717

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