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Executive Assistant – Menlo Park, CA

MilliporeSigma has an immediate opening for an Executive Assistant located in Menlo Park, CA. The purpose of this job is to provide administrative and office professional support to executives as well as other employees of the Innovation Hub.
The ideal candidate will be comfortable with a fast-paced, ever-changing environment and interfacing with multiple businesses, functions, and geographies as well as a wide range of staff including: direct staff, executives, new hires, international contacts, R&D, sales, and business services staff as well as periodic customer interaction.
Who you are:
  • Provide administrative assistance as directed by manager anticipating needs and taking appropriate action to effectively manage daily responsibilities (e.g. calendar, admin, and travel support for both domestic and international).
  • Participate as an active team member, working both independently and in cooperation with other team members to complete projects and assignments in a timely manner.
  • Work independently to produce quality results.
  • Assist with planning of global meetings (e.g. including teleconferencing, and videoconferencing involving on-site and off-site events. Also assist with agenda preparation, meeting minutes, and conference room set-up).
  • Request purchase orders; manage supplies, FedEx shipping, work orders, file share management, and time exception reporting.
  • Serve as a work group contact for printers, computers, network files, and basic software questions.
  • Serve as a coordinator for all company functions including scheduling lunches, dinners, working group meetings.
  • Calendar management for one or more individuals.
  • Presentation creation and modification via PowerPoint and Excel.
  • Maintain team calendars (holiday, vacation, etc.).
  • Conference room scheduling.
  • Process expense reports, invoices and work with accounts payable to ensure invoices are paid in a timely manner.
  • Perform general administrative tasks including mail, records and file maintenance, travel coordination, procurement of office supplies.
  • Overcome obstacles in order to complete projects and effectively and efficiently address needs as required.
  • Prepare routine reports utilizing various software packages.
  • This person will have access to sensitive and confidential information and must be able to keep such information confidential.
  • Work is primarily identified and managed independently, taking initiative and responsibility for most administrative needs and opportunities.

Required Qualifications:
  • BS or AS Degree and 1-2 years experience, or HS Diploma/eqivalent and 5+ years experience
  • This position requires the ability to build strong working relationships within MilliporeSigma.
  • The job duties are diverse and require quick, accurate and consistent decision making.
  • Able to communicate and relate well with those internal and external to the company.
  • Strong verbal and written communication skills are needed.
  • Able to handle multiple priorities from multiple sources.
  • Must be an organized self-starter exhibiting good judgment and the flexibility to adapt to priority changes and demands.
  • Must be able to apply software applications to respond to requests with attention to detail and accuracy.
  • Proficiency in Microsoft applications, such as Excel, Word, PowerPoint and Outlook, is required as well as Sharepoint applications and sites.


For more information and to apply please visit


Posted Jan 29, 2018