Manager, Executive Assistant - Bracco Medical Technologies

Bracco Medical Technologies•Eden Prairie, MN

2d•Hybrid

About The Position

The Manager, Executive Assistant is responsible for providing high-level administrative support to the CEO and Executive Committee while also managing administrative staff. This role requires strong organizational, communication, and leadership skills to ensure smooth business operations and professional engagement with internal and external stakeholders.

Requirements

Minimum Associate’s degree in business administration or related field
5+ years’ experience as an Executive Assistant, Office Manager, or similar administrative leadership role, including complex calendar management and travel arrangements across multiple time zones
4+ years’ experience managing or providing work direction to others
Strong organizational and time management skills with the ability to manage multiple priorities, utilizing critical thinking skills
Exceptional interpersonal and communication skills, always maintaining confidentiality and professionalism
Expert knowledge of office administrative procedures and operational use of standard office equipment
High proficiency in Microsoft Office Suite and other business management software
Strong problem-solving abilities and attention to detail
Ability to lead and develop a team, fostering a collaborative and efficient work environment
Experience in financial processing and document management
Ability to adapt to changing priorities in a fast-paced business environment
Continually demonstrate poise, tact, and diplomacy

Nice To Haves

Bachelor’s degree in business administration or a related field
Experience operating within a complex, multinational organization

Responsibilities

Provide professional executive administrative support to the CEO.
Manage and maintain complex and dynamic executive calendars, providing guidance on time prioritization across multiple time zones and countries.
Schedule and organize complex domestic and international meetings; arrange domestic and international travel logistics including flights, hotels, ground transportation, meals, and meetings.
Create and prepare reports and presentations as requested, ensuring timely and accurate completion.
Facilitate executive communications, including drafting, editing, and distributing internal and external correspondence.
Partner with CEO and Talent Acquisition to manage executive candidate interviews and facilitate smooth onboarding for new Executive Committee members.
Provide administrative support to the Executive Committee including scheduling and facilitating monthly, quarterly, and annual executive meetings and events, maintaining team SharePoint sites and data repositories, and coordinating team schedules for company-wide events and activities.
Manage the procure-to-pay process for the finance and executive teams, including the creation of purchase orders and timely processing and approval of vendor invoices.
Lead and oversee special projects and initiatives aimed at improving organizational efficiency.
Ensure confidential handling, maintenance, storage, and security of all documents, files, and data.
Lead administrative staff, ensuring effective execution of responsibilities including administrative support of Executive Committee members, reception appearance and flow, and interview scheduling.
Foster administrative staff growth and development through consistent coaching and guidance in one-on-one sessions, offering of skill development opportunities, proactive performance management, and use of recognition and motivational techniques to enhance engagement and performance.
Oversee and/or conduct training for new and existing administrative staff.
Identify resource needs, including staffing and equipment, and communicate recommendations for improvements or growth to leadership.