Job ID R-412471 Date posted 09/14/2021 Apply

Executive Assistant Administrator

Job Description Summary

The Executive Assistant will provide organizational and administrative support to the WW VP, Operations and VP, Medical Affairs. The successful candidate will have a genuine interest and appreciation for our customers, patients and our associates, and a desire to learn more about improving patient care. He or she must be able to work in a team environment while managing multiple tasks independently and maintaining confidence and diplomacy.

Job Description


BD is one of the largest global medical technology companies in the world and is advancing the world of health by improving medical discovery, diagnostics and the delivery of care. We have over 65,000 employees and a presence in virtually every country around the world to address some of the most challenging global health issues. 

Key Responsibilities

  • Proactively manages complex calendars with competing priorities to keep the leader and team abreast of meetings and tasks and ensures s/he has the information necessary to effectively navigate through their day. Schedules activities and meetings and manages calendars, including providing a daily folder of pertinent meeting materials.

  • Coordinates meetings and proactively resolves conflicts, including making recommendations for meetings with other leadership team members. Handles all administrative matters related to meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc.

  • Manages requests for time with the leader, with the ability to differentiate the sense of urgency of the request/need for the leader’s time and attention

  • Creates high quality PowerPoint presentations and Excel spreadsheets.

  • Assembles, compiles and maintains data, with capability to do internet research as required for regularly scheduled reports and presentations and ad hoc projects.

  • Responds to telephone, email and in-person inquiries providing general information and referring inquiries to appropriate sources based on a broad knowledge of the Company. Handles confidential information and sensitive correspondence.

  • Schedules business travel and accommodations and reconciles and maintains expense reports.

  • Organizes, coordinates and attends staff meetings, as requested, to document all pertinent information either electronically onto a laptop, on flip charts or other forms of note taking.

  • Manages functional correspondence including team newsletters, web content and program progress reports and drafts sensitive correspondence such as organization announcements

  • Opens new projects, tracks contracting and invoices, reconciles and submits bills for payment via SAP, manages vendor solicitation and communications

  • Organizes the functional meetings, including preparation of the agenda and presentation materials, logistics and pulls all of the relevant data in preparation for the meeting. May also be required to work with other functions in the matrix such as corporate to create and impactful event

  • Reconciles and submit bills for payment.

  • As a member of the Executive Administrative team, will also be called upon to serve as back up for other executives.



  • Minimum of a High School Diploma or GED with formal training or equivalent work experience required.

  • College degree a plus but not a requirement.

  • Experience managing suppliers (following up on late invoices or deliverables, redirecting solicitation etc.)


  • Minimum 5+ years’ experience as an Executive Assistant supporting multiple leaders in a multi- functional, matrixed, fast-paced and diverse multicultural environment, preferably at a progressively responsible and/or corporate level.

Knowledge & Skills

  • Self-starter with the desire and ability to take initiative; ability to learn quickly.

  • Extreme confidentiality, discretion and integrity a must; position handles highly confidential information on a regular basis.

  • Demonstrated ability to work independently under time constraints, manage competing priorities and deadlines and handle multiple tasks efficiently.

  • Advanced proficiency with PowerPoint - should be able to create and modify presentations format to print, add notes, print vs screen, animations.

  • Strong proficiency with Excel - should be able to create and modify excel sheet content, format to print, formulas.

  • Proficiency with Concur and SAP (travel and expense reports).

  • Strong proficiency with MS office tools (Outlook Word, etc.).

  • Strong communication and interpersonal skills, given the significant contact with senior management and external contacts.

  • Prior event planning skills and experience.

  • A keen sense of urgency in delivering tasks, with a proven ability to effectively prioritize, complete multiple tasks and change work priorities to meet unexpected deadlines, including working additional hours when necessary.

  • Strong customer service focus, highly organized, responsible and detail oriented

  • Demonstrated ability to prioritize and process high volume of work while maintaining the highest quality.

  • Must be able to identify and resolve problems and requests in a proactive and timely manner.

  • Must be able to gather and analyze information skillfully.

  • Proven ability to work well in a team-oriented environment.

  • Demonstrated ability to exchange information clearly and concisely.

  • High level of professionalism.

Key Competencies

  • Customer Focus

  • Ethical Conduct

  • Flexible and Adaptable

  • Action Oriented

  • Business Acumen

  • Process Effectiveness

  • Dealing with ambiguity

  • Relationship Management

Location – San Diego A&B


A career at BD means being part of a team that values your opinions and contributions and that empowers you to bring your authentic self to work. Here our associates can fulfill their life’s purpose through the work that they do every day. 

You will learn and work alongside inspirational leaders and colleagues who are equally passionate and committed to fostering an inclusive, growth-centered, and rewarding culture. Our Total Rewards program — which includes competitive pay, benefits, continuous learning, recognition, career growth, and life balance components — is designed to support the varying needs of our diverse and global associates. 


Becton, Dickinson and Company is an Equal Opportunity/Affirmative Action Employer. We do not unlawfully discriminate on the basis of race, color, religion, age, sex, creed, national origin, ancestry, citizenship status, marital or domestic or civil union status, familial status, affectional or sexual orientation, gender identity or expression, genetics, disability, military eligibility or veteran status, or any other protected status. 

Primary Work Location

USA CA - San Diego Bldg A&B

Additional Locations

Work Shift

NA (United States of America)

Working in

San Diego Bldg A&B

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Working in

San Diego Bldg A&B

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to a friend

of CEO

"Purpose driven company where associates work every day to make healthcare better. A lot of great initiatives going on to make BD the best MedTech company in the world."
Anonymous, Franklin Lakes, NJ

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