Executive Assistant

Agilent Technologies•Santa Clara, CA

4d•$47 - $73•Onsite

About The Position

This is a high-impact opportunity for an experienced executive administrative professional to support the Vice President of Global Quality in a fast-paced, global corporate environment. The VP, Global Quality leads an approximately 700-person global Quality organization accountable for quality strategy, compliance, operational excellence, and customer-focused execution across worldwide business. This role provides critical support to a senior enterprise leader who partners across functions and geographies to execute the multi-year Global Quality strategy. The Executive Assistant to the VP, Global Quality serves as a trusted partner and central point of coordination for a complex global organization. This role manages advanced, confidential, and diversified activities requiring strong business judgment, executive presence, organizational knowledge, and the ability to anticipate needs, solve problems, and operate independently with minimal direction. This role will be located at Agilent’s corporate office in Santa Clara, CA. Given the global scope of the organization, the position requires flexibility to support leaders, meetings, and priorities across multiple regions and time zones, with occasional travel or additional on-site presence for leadership meetings, executive reviews, and special events.

Requirements

Excellent judgment, discretion, integrity, and ability to handle highly confidential information in support of executive-level leadership.
Strong verbal and written communication skills, with the ability to prepare executive correspondence, reports, meeting materials, and communications for diverse global audiences.
Strong computer and technical skills and experience with collaboration and communication tools such as MS 365 business applications including Word, Excel, PowerPoint, Copilot or similar tools.
Proficient in use of collaboration tools such as Outlook, SharePoint, Teams, and telepresence-enabled Teams.
Demonstrated ability to apply digital technologies, automation, and collaboration tools to improve efficiency, effectiveness, documentation, reporting, and global operating processes.
Ability to work independently and as part of a global team.
Proven time management and organization skills.
Excellent interpersonal skills, positive demeanor, confident style, and can-do attitude.
Ability to professionally engage with demanding and sometimes challenging stakeholders.
Good judgment and decision-making skills.
Operates with a high degree of independent action and initiative; analyzes new, unusual, or complex assignments and determines the best methods and procedures to complete them.
Ability to prioritize, take initiative, and develop creative, non-standard solutions to complex and diverse administrative, operational, and stakeholder needs.
Ability to multi-task in a sometimes high-stress environment.
Significant attention to detail, follow-through, ownership mindset, and ability to manage competing priorities with minimal instruction and broad guidelines.
Comprehensive understanding of assigned work, company policies, and organizational practices, with the ability to recommend, modify, and improve processes, procedures, and ways of working.
Ability to act as an informal team lead by guiding work, supporting adoption of improved practices, and helping resolve escalations across internal and external stakeholders.
Minimum of 5 years of relevant experience required; 3 or more years of experience providing administrative support at an executive level is desired.
Associate degree and/or higher education, specialized training, certification, or equivalent combination of education and experience required.
Advanced proficiency in Microsoft tools, including Excel, PowerPoint, Teams, Outlook and Copilot.

Nice To Haves

Quality Assurance or Regulatory Affairs experience would be a plus

Responsibilities

Proactively manages complex executive calendars and schedules across global time zones, including coordinating high-priority meeting logistics, recurring leadership meetings, executive reviews, and related materials. Anticipates conflicts, evaluates priorities, and applies sound judgment to ensure effective use of the VP’s time.
Coordinates all aspects of travel arrangements, including booking flights, hotels, and local transportation; preparing detailed itineraries; arranging visa and passport requirements as needed; and preparing and reconciling travel expense reports.
Manages preparation for internal and external events by consolidating and distributing meeting materials, coordinating webcasts and executive briefings, resolving complex logistics, and ensuring the VP is fully prepared for each engagement.
Serves as a primary contact and initial escalation point for internal customers, external suppliers, regulatory authorities, executives, and employees at all levels, using professionalism, discretion, and comprehensive organizational knowledge to resolve routine and complex inquiries.
Manages creation, tracking, and reconciliation of large purchase orders and departmental expenses; partners with procurement and finance to onboard suppliers, resolve complex issues, improve tracking practices, and ensure compliance with company policies and procedures.
Establishes, manages, and continuously improves SharePoint sites, collaboration spaces, documentation repositories, and administrative processes that support effective global team operations.
Maintains and governs critical organizational information, including org charts, job descriptions, training profiles, distribution lists, and internal group content, ensuring accuracy, consistency, confidentiality, and timely updates.
Supports Global Quality leaders and the full team during meetings, events, correspondence, and communication activities, including team organization, deadline tracking, meeting minutes, action-item follow-up, and resolution of complex coordination needs.
Creates materials for team communication events and leadership meetings; manages team communication sites and works proactively with Agilent communication teams to align messaging, improve effectiveness, and support consistent global communications.
Responsible for providing onboarding support for new hires reporting to the VP.
Understands and fully comply with SEC Regulation Fair Disclosure requirements governing what can be shared about the company with internal and external individuals.
Participates in and may lead complex functional projects and process improvements, including automation of monthly reporting, inspection and audit response tracking, SPR activity and status tracking, goal and initiative tracking, headcount and budget tracking, travel approval databases, quality dashboards, and KPI publishing. Develop recommendations for new or improved practices, tools, and procedures to address business needs and team escalations.
Supports the administrative assistant community in Santa Clara providing support for company-wide and functional events.