Senior Administrative Associate Instrument Development

IDEXX

9d•Onsite

About The Position

We are seeking a highly capable Administrative Assistant to provide dedicated, proactive support to the Vice President of Instrument Development and their direct reports. This role plays a critical part in enabling effective leadership operations through a wide range of advanced administrative, operational, and coordination responsibilities aligned with IDEXX priorities. This individual will provide occasional support to other team members as needed and will partner with Administrative professionals across the organization to help foster a collaborative and welcoming environment for their team and external parties. This position is well suited for an experienced administrative professional who thrives in a fast-paced, dynamic environment and brings excellent judgment, discretion, and follow-through. The ideal candidate anticipates needs, adapts quickly to change, and builds trusted relationships across all levels of the organization.

Requirements

5+ years of executive support experience in a corporate environment
Experience providing administrative support to senior leaders
Demonstrated ability to manage complex calendars, competing priorities, and sensitive information
Strong written and verbal communication skills
Strong proficiency in Microsoft Office (Outlook, Teams, OneDrive, Word, Excel, PowerPoint) and comfort learning internal systems and tools
Experience working in a complex, matrixed organization
Proven ability to independently manage initiatives, coordinate projects, and drive administrative process improvements

Nice To Haves

Highly effective at managing multiple, complex priorities with minimal direction
A trusted administrative partner who demonstrates sound judgment and discretion
An effective communicator who works confidently with senior leaders and cross-functional partners
Flexible, adaptable, and comfortable operating in an evolving environment
Exceptionally organized with strong attention to detail
A proactive problem solver with strong follow-through

Responsibilities

Provide administrative support to the VP of Instrument Development and their direct reports, ensuring priorities, meetings, and deliverables are well coordinated and aligned with business objectives.
Proactively manage complex calendars for the VP and leadership team, exercising sound judgment to prioritize meetings, resolve scheduling conflicts, and optimize time management.
Partner closely with the VP and leadership team to prepare for leadership meetings, reviews, and internal forums by coordinating agendas, materials, and pre-reads.
Coordinate travel arrangements primarily within the U.S., with limited international travel, ensuring efficient, well-organized logistics.
Prepare and submit accurate and timely expense reports in accordance with IDEXX policies and procedures.
Serve as a trusted liaison between the VP, direct reports, and select external contacts, representing the office with professionalism, diplomacy, and discretion.
Plan and coordinate onsite meetings, team events, and leadership sessions, including logistics, room scheduling, technology support, and follow-up actions.
Manage sensitive and confidential information with the highest level of integrity and care.
Anticipate needs, proactively address issues, and recommend process or workflow improvements.
Leverage Microsoft 365 and IDEXX systems to optimize workflows, scheduling, communication, and overall administrative efficiency.
Support special projects, operational initiatives, department meetings, and onboarding activities for new team members within Instrument Development.