Executive Assistant

Becton Dickinson Medical Devices•San Diego, CA

1d•Onsite

About The Position

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.

Requirements

Minimum of a High School Diploma or GED with formal training or equivalent work experience required.
Minimum 10+ years' experience as an Executive Assistant supporting multiple leaders including the VP level in a multi-functional, matrixed, fast-paced and diverse multicultural environment required, preferably at a progressively responsible and/or corporate level.
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 required using A.I., Workday, PowerPoint, and Excel.
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 required.
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 a combination of 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.

Nice To Haves

College degree a plus but not a requirement.
Proficiency with Concur and SAP (travel and expense reports) preferred.

Responsibilities

Proactively manages complex calendars with competing priorities to keep the leader and team abreast of meetings and tasks and ensures leaders being supported have the information necessary to effectively navigate through their day.
Coordinates meetings and proactively resolves conflicts, including making recommendations for meetings with other leadership team members.
Handles all administrative matters related to on-site and off-site meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc.
Stays current on emerging administrative technologies, including AI tools and automation capabilities, and identifies opportunities to streamline work, improve responsiveness, and enhance executive support processes.
Manages requests for time with the leader, with the ability to differentiate the sense of urgency of the request/need for the leader's time and attention.
Creates high-quality PowerPoint presentations, Excel spreadsheets and maintains organizational charts.
Creates/updates departmental files.
Assembles, compiles and maintains data, with capability to do basic internet research as required for regularly scheduled reports and presentations and ad hoc projects.
Uses AI-enabled productivity tools responsibly to support meeting preparation, document drafting, summarization, research, action-item tracking, and presentation development, while applying sound judgment, validating outputs, and maintaining confidentiality.
Prepares executive briefing materials by synthesizing information from emails, meeting notes, reports, and multiple business inputs into concise summaries, decision points, and follow-up actions using digital and AI-supported tools where appropriate.
Responds to telephone, email and in-person inquiries providing general information and referring inquiries to appropriate sources based on a broad knowledge of the Company.
Determines level of importance and urgency and elevates appropriately.
Handles confidential information and sensitive correspondence.
Schedules business travel and accommodations and reconciles and maintains expense reports.
Supports leaders by leveraging available technologies, including AI-based tools, to improve efficiency in calendar planning, travel coordination, meeting logistics, and routine administrative workflows.
Organizes town hall meetings, including preparation of the agenda and presentation materials, logistics and pulls all the 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.
Drafts, formats, and refines 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.
Helps track priorities, deliverables, and follow-up actions across multiple stakeholders by using digital tools and AI-assisted workflow support to improve organization, visibility, and execution.
As a member of the Executive Administrative team, will also be called upon to serve as back up for other executives when needed.