Executive Assistant

Position Summary

The Executive Assistant serves as a trusted business partner to both the President, VWR Distribution & Services and the Executive Vice President & Chief Human Resources Officer, providing high-level executive support, driving operational excellence, and enabling strategic priorities across the organization. This role goes beyond traditional administrative responsibilities by serving as a proactive coordinator, project manager, and technology-enabled problem solver who anticipates business needs, removes barriers, and enhances executive effectiveness.

Key Responsibilities

Executive Partnership & Strategic Support

• Manage complex calendars, prioritizing competing demands and ensuring executives' time is optimized against critical business objectives.
• Act as a trusted advisor, proactively identifying scheduling conflicts, prioritization challenges, and opportunities to improve executive efficiency.
• Prepare executives for meetings, business reviews, leadership forums, and customer interactions through briefing materials, agendas, and follow-up actions.
• Serve as a primary point of contact for internal and external stakeholders, exercising sound judgment and professionalism.
• Coordinate domestic and international travel arrangements, ensuring seamless logistics and adherence to company policies and leader travel preferences.

Project Management & Business Operations

• Lead and coordinate cross-functional projects on behalf of executives, ensuring milestones, deliverables, and timelines remain on track.
• Establish project plans, monitor progress, facilitate follow-up actions, and escalate risks when appropriate.
• Drive accountability across stakeholders by tracking commitments, action items, and project outcomes.
• Partner with HR, Finance, Commercial, and Corporate Functions teams to support organizational initiatives and leadership priorities.
• Coordinate leadership meetings, operating reviews, team offsites, and strategic planning sessions.

Technology & Process Optimization

• Leverage technology and automation tools to streamline administrative and business processes, including execution of all business processes in Workday on behalf of executives (i.e. expense reports, job requisition approvals).
• Demonstrate expertise in Microsoft 365 applications including Outlook, Teams, PowerPoint, Excel, SharePoint, OneNote, Copilot, and other collaboration platforms.
• Identify opportunities to improve workflows through automation, AI-enabled capabilities, and process redesign.
• Maintain and organize digital files, shared resources, meeting documentation, and project repositories.
• Support virtual, hybrid, and in-person leadership events utilizing advanced technology solutions.

Meeting & Governance Management

• Plan and coordinate executive leadership meetings, preparing agendas, materials, and meeting logistics.
• Capture meeting outcomes, decisions, and action items while ensuring timely follow-up and execution.
• Support governance processes, leadership routines, and operational cadences.
• Coordinate confidential leadership discussions and sensitive personnel matters with discretion.

Stakeholder & Relationship Management

• Build strong working relationships across all organizational levels.
• Interface effectively with senior leaders, board-level stakeholders, customers, and external partners.
• Represent the executives with professionalism, responsiveness, and a customer-focused mindset.
• Anticipate stakeholder needs and proactively resolve issues before escalation occurs.

Qualifications

• Bachelor's degree preferred or equivalent combination of education and experience.
• 5+ years supporting senior executives, preferably VP, SVP, CHRO, COO, or C-suite leaders.
• Demonstrated experience managing complex executive calendars and competing priorities.
• Proven project management experience coordinating multiple initiatives simultaneously.
• Exceptional written, verbal, and interpersonal communication skills.
• Advanced Microsoft Office and Microsoft 365 proficiency.
• Experience working with executive-level presentations, data reporting, and business communications.
• Strong organizational skills and meticulous attention to detail.
• Ability to handle highly confidential and sensitive information with discretion.

Preferred Qualifications

• Experience supporting HR, Commercial, Corporate Functions, or Global Business Services leaders.
• Exposure to organizational change, transformation initiatives, or mergers and acquisitions environments.
• Experience working in a global, matrixed organization.