Senior Administrative Associate Software Engineering

IDEXX • Westbrook, ME

1d • Hybrid

About The Position

We are looking for an Administrative Assistant to support Executive Leaders along with the functional team within the Software Engineering organization, through a range of administrative, operational, and project related tasks. This individual will provide occasional support to other members of our team as needed. This role will partner with other Administrative professionals within the organization to create a collaborative and welcoming environment for their team and external parties. We’re seeking a proactive, detail-oriented professional who thrives in fast-paced environments. The ideal candidate anticipates team needs, adapts to shifting priorities, and connects problems with solutions efficiently. Strong judgment, follow-through, and the ability to build effective relationships across all levels of the organization are essential. This position will be a hybrid work arrangement, 2 days minimum per week in the office. The ideal candidate is: Able to balance multiple responsibilities and prioritize efficiently. A self-motivated team player who can work independently with little guidance and supervision Able to communicate clearly and confidentially with colleagues of all levels and across multiple teams, and work well in a matrixed environment Flexible and adaptable to shifting priorities Strong organizational skills A problem solver with impeccable multi-tasking abilities

Requirements

• Extensive experience supporting multiple high-level Executives
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite (Outlook, Teams, OneDrive, Word, Excel, PowerPoint)
• Experience working for a Global organization
• Strong attention to detail and ability to lead small projects.
• Bachelor degree or comparable experience

Responsibilities

• Proactively manage multiple calendars, including scheduling across multiple time zones, prioritizing meetings, and resolving issues to ensure a smooth experience for the executive.
• Coordinate travel arrangements (domestic and international), including detailed itineraries, accommodations, and logistics.
• Prepare, and submit expense reports and reimbursements for both executives, ensuring compliance and accuracy.
• Anticipate and address the executives’ needs by providing thoughtful, proactive support while thoroughly preparing them for upcoming tasks, travel and meetings.
• Build and maintain strong relationships with the executives’ direct staff, cross-functional partners, external vendors, and critical team members while representing the executives with professionalism and discretion.
• Plan and coordinate onsite and offsite meetings with regards to the corporate and other high-level calendars.
• Handle critical information with the highest level of confidentiality and professionalism.
• Apply knowledge of business and department priorities to anticipate the executive's needs and drive administrative process improvements.
• Leverage technology and all MS Office productivity tools to optimize executive workflows, and scheduling.
• Provide support for a variety of operational tasks, special projects, department meetings and events, and new member onboarding facilitation.

Benefits

• competitive compensation
• incentives
• benefits
• positive and respectful work culture that embraces challenges and encourages learning and discovery
• purposeful work that drives improvement

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Number of Employees: 5,001-10,000 employees