Ortho Clinical Diagnostics is committed to improving and saving lives with diagnostics. To do this we hire people who share this dream and are ready for new adventures. As a valued team member, you will carve your own career path and be part of building this company stronger and better than ever before. There is no limit to the experiences, opportunities and new directions you will have access to here at Ortho Clinical Diagnostics. More importantly, you will be driving the surge of a whole new direction in important medicine. That's something we can all take pride in as we take this journey together.
Ortho is known in the industry as a leader in customer service and support. Deeply understanding and exceeding the needs of our clinical lab, hospital and blood bank customers is what we do. It's who we are. If you join Ortho, no matter what your role, you will be expected to keep that Customer Excellence focus in your work.
As we continue to grow, we are seeking an Executive Assistant who plays a vital role in executing rigorous needs of Ortho's Chief Information Officer and senior GIS leaders, key department responsibilities and internal GIS projects. The position is based in the company's global headquarters in Raritan, NJ, reports to the CIO and offers the right candidate a unique opportunity to drive results and solutions with a challenging and diverse set of responsibilities.
The individual must be a self-driven, collaborator who can coordinate and respond to multiple priorities and shifting demands while maintaining the sense of urgency that the department requires. An expert at handling and anticipating leadership and department needs, the Executive Assistant approaches work with immediacy and a can-do mindset, taking complete ownership and accountability for all aspects and duties of the role. The individual is required to think analytically, exercise sound judgment and discretion and independently assess and resolve complex situations.
The Executive Assistant will be responsible for calendar management, meeting and event planning and execution, project management, executive travel and expense reporting, vendor processing and payments, team operations and all needs related to the executive leaders in the role's purview. This role will help find and streamline efficiencies to ensure effectiveness for senior management.
He/she will also take ownership of various project management activities including facilitating meetings, preparing presentation materials and agendas, capturing notes and action items, and developing schedules and a reporting cadence. Also have oversight of project budgets and expense tracking. He/she may also coordinate and lead internal improvement projects: creating and executing plans for projects and supporting the needs of the project team.
This individual will own and drive GIS department-wide communications to create engagement and free flow of information/successes/etc to the global team.The Responsibilities
Coordinates day-to-day operational and administrative activities of the CIO to include: maintaining CIO appointment calendar; keep CIO apprised of high visibility upcoming meetings or upcoming deadlines; support CIO in preparing for meetings (agenda, pre-read materials, etc); organizes and schedules meetings and offsite events; coordinates training, travel arrangements, and processes expense reports; organizes and prioritizes incoming flow of administrative work (actions items, due dates, etc); capture minutes and action items from IT Leadership Team meetings and tracks/reports on progress and following-ups.
Owns coordination activities for the PMO including facilitating meetings, preparing presentation materials and agendas, capturing notes and action items, and developing schedules and a reporting cadence. Compiles reports/dashboards/metrics from the department portfolio management system to create daily and weekly summary/status reports for CIO and GIS Department. Tracks GIS PMO project benefits and reporting against benefits attained. He/she may also coordinate and lead internal GIS improvement projects: creating and executing plans for projects and supporting the needs of the project team.
Coordinates and produces timely GIS Dept Updates: monthly GLT status reports, bi-monthly IT Town Hall Presentation Decks; Quarterly Ortho Intranet articles Prepares and posts progress updates and announcements on the GIS Intranet portal and/or distribute via GIS department emails. Serves as a GIS ELT Teams administrator by keeping folder structures organized and documents up to date.
Generates and drives GIS department-wide communications to create engagement and free flow of information/successes/etc. to the global team. Manages information and timely and professional communication for the department.
Perform other work-related duties as assigned.
Minimum High School Degree or equivalent required with a Bachelor's Degree preferred.
7+ years of experience as a Coordinator or Assistant, supporting a VP level or head of a major corporate function
Demonstrated prior experience in communicating with executive leadership teams
Top-level professional writing and excellent oral communication skills required
Extreme attention to detail (spelling, formatting, consistency, following processes)
Self-motivated, highly organized and effective individual
Demonstrated prior experience and proven track record in the management of projects, deadlines and processes, especially in dynamic matrix organizations
A master collaborator and team player
Ability to convey content in a concise manner
Ability to operate through a sphere of influence
Ability to take immediate, effective action in high-pressure situations
Ability to exercise sound judgment and discretion in handling confidential information and development of material
Expert experience with Ariba, Concur, executive/VIP level travel services
Proficient with MS Office, including Outlook, Word, PowerPoint, Excel Teams and SharePoint