Executive Assistant (Hybrid - San Diego, CA)

Insulet Corporation•San Diego, CA

3d•$92,400 - $138,600•Hybrid

About The Position

The Senior Executive Assistant provides support to the Senior VP, Regulatory Affairs, Quality Assurance and Compliance and select assistance to the VP(s) reporting to the SVP, RAQA. The ideal candidate will be a detail-oriented professional with exceptional multitasking abilities, capable of managing a wide range of administrative and executive support tasks. This role requires strong communication skills, a high level of discretion, and the ability to work independently.

Requirements

Minimum of 7 years’ experience supporting C-level executives required.
Experience managing projects and more complex tasks which require planning, stakeholder management and strong execution.
Experience operating effectively in medium to large multi-country organizations managing time-zone and cultural differences.
Dependable, highly organized, and detail oriented.
Demonstrated experience with problem resolution and project management skills.
Ability to act independently and use discretionary judgment.
Extremely knowledgeable in Microsoft Office Suite such as Outlook, Word, Excel, PowerPoint, Microsoft Teams, as well as Microsoft Smartsheet.
Exceptional verbal, written, presentation, and communication skills.
Ability to handle multiple priorities at any given time.
Team-oriented with excellent interpersonal skills.

Nice To Haves

Bachelor’s degree preferred
Experience with Concur and SAP systems is highly desirable

Responsibilities

First point of contact, in person or virtual for the SVP, RAQA and her/his LT (when needed)
Scheduling and Calendar Management: Coordinate and manage the SVP RA&QA and VPs’ calendars, scheduling meetings, and appointments. Ensure efficient time management and prioritize requests based on urgency and importance. Manage all meeting details such as room reservations, preparing agendas, securing necessary IT equipment, initializing presentations, catering, and attendee updates. Coordinate and align the Regulatory and Quality calendar with the annual enterprise calendar.
Expense Management: Manage corporate card expenses for the SVP RA&QA and whenever feasible, the VP(s). Prepare and submit expense reports through Concur, ensuring accuracy and compliance with company policies. Track and reconcile expenses on a regular basis.
Meeting Coordination: Organize and coordinate meetings within MS Team, live or other platforms, including preparing agendas, taking minutes, and following up on action items. Arrange conference calls and video conferences as needed. Produce presentations for meetings and Town Halls. Facilitate the quarterly Regulatory and Quality Town Hall.
Event Planning: Plan and execute team offsite meetings, events, and social gatherings led by the SVP. Coordinate logistics, venue bookings, catering, and other event-related tasks.
Vendor and Purchase Order Management: Utilize SAP to create new vendor accounts and process purchase orders. Track and manage the approval process to ensure timely payments and accurate record-keeping.
Invoice Processing: Process and track invoices associated with SVP driven activities, ensuring timely payment and resolving any discrepancies. Maintain accurate records of all financial transactions and communications with vendors.
Travel Arrangements: Arrange domestic and international travel including flights, accommodations, transportation, and itineraries. Handle last-minute changes and cancellations efficiently.
Maintain and protect highly confidential corporate information and communicate information within scope of authority.
Perform other duties as assigned.