Senior Administrative Associate

IDEXX • Westbrook, ME

24d • $27 • Hybrid

About The Position

We're hiring two highly motivated and experienced Senior Administrative Associates to provide strategic and operational support to IDEXX leaders, one to join us in Westbrook (IDEXX World Headquarters) and the other in Scarborough (our Horizon Center). As a Senior Administrative Associate, you act as the primary point of contact for a key leader. You are a liaison across the leadership team and with external stakeholders. You triage and delegate critical work, manage high-stakes priorities, help ensure seamless execution across a broad portfolio of strategic, operational, and logistical initiatives to support the business, and handle additional office activities. In the role of Senior Administrative Associate: You will provide high-level administrative support to the stakeholder and their team, using professionalism, discretion, and efficiency. You will provide administrative support via calendar and meeting management, resolving scheduling conflicts, facilitating meeting logistics and technology, and preparing meeting agendas and materials. You will coordinate domestic and international travel, prepare and review expense reports, and manage Concur submissions. You will assist with presentation creation and join key meetings when appropriate to stay ahead of deliverables and identify support opportunities. You will manage projects of varying scope and complexity. You will remain knowledgeable of business unit policies. You will facilitate information flow among team members, answering questions and providing information as needed. You will be a “go to” person for a dynamic, collaborative, and fast-paced global team.

Requirements

• 5+ years of executive support experience in a corporate environment
• You will need to be a master multi-tasker with the ability to shift priorities easily and often
• You will enjoy working in a fast-paced and dynamic work environment and take pride in checking items off your list
• Exceptional communication skills with close attention to detail
• Excellent customer service skills are imperative, starting with a can-do attitude with a focus on being positive, proactive, and providing solutions
• Technical skills and knowledge of the Microsoft Office platform, as well as confidence in troubleshooting video conferencing or meeting room audio visual challenges, are strongly encouraged
• You must demonstrate a high level of service and professionalism
• You will be comfortable with ambiguity and confidence in making decisions in the moment when direction is limited

Nice To Haves

• Experience working in Smartsheet a plus but not required

Responsibilities

• Provide high-level administrative support to the stakeholder and their team, using professionalism, discretion, and efficiency.
• Provide administrative support via calendar and meeting management, resolving scheduling conflicts, facilitating meeting logistics and technology, and preparing meeting agendas and materials.
• Coordinate domestic and international travel, prepare and review expense reports, and manage Concur submissions.
• Assist with presentation creation and join key meetings when appropriate to stay ahead of deliverables and identify support opportunities.
• Manage projects of varying scope and complexity.
• Remain knowledgeable of business unit policies.
• Facilitate information flow among team members, answering questions and providing information as needed.

Benefits

• Hourly rate of $27/hr + based on experience
• Eligible for annual bonus
• Health / Dental / Vision Benefits Day-One
• 5% matching 401k
• Additional benefits including but not limited to financial support, pet insurance, mental health resources, volunteer paid days off, employee stock program, foundation donation matching, and much more

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees