Would you like to join an international team working to improve the future of healthcare? Do you want to enhance the lives of millions of people? Grifols is a global healthcare company that since 1909 has been working to improve the health and well-being of people around the world. We are leaders in plasma-derived medicines and transfusion medicine and develop, produce and market innovative medicines, solutions and services in more than 110 countries and regions.

Summary:

The Executive Associate acts as the assistant to officer level executives, performing advanced, diversified and confidential secretarial and administrative duties requiring broad and comprehensive experience, competencies and knowledge of organization policies and practices while exercising discretion in handling confidential, sensitive and timely information with the highest degree of professionalism.

Primary Responsibilities for role:

● Perform advanced, diversified and confidential administrative duties by independently coordinating meetings, preparing agendas; completing a variety of non-routine tasks; coordinating department schedules, recording meeting minutes, arranging for management travel and time management; serve as primary liaison for executive and other senior management.

● Manage the daily operations of department, division or other organization unit assigned by ensuring administrative goals and priorities for both short and long-term projects are met and monitor day to day operations for efficiency and productivity; interpreting and revising policies and procedures as appropriate; facilitating process improvement analysis for work unit; maintain knowledge of technology.

● Develop organizational unit calendar to define milestones and develop action plans to deliver milestones in a cohesive, thoroughly vetted manner which is met with great acceptance and understanding.

● Provide for the efficient distribution and dissemination of all department correspondence and information. Screen and route mail and documents; determine which to respond to, which to delegate, or which to bring to supervisor's attention based on content of communication and broad knowledge of departmental programs and activities.

● Receive and initiate extensive, regular outside contacts on behalf of the executive with executives and boards of directors of other companies, regulators, elected representatives, charitable boards, and customers.

● Organize and maintain divisional or departmental files of records, reports and correspondence required for reference and efficient operation of division or department; maintain up-to-date management and procedural manuals, directives and related records; interpret new directives, policies and regulations and inform appropriate personnel of changes.

● Assist in preparing complex reports and proposals requiring the identification of sources, compilation, analysis and evaluation of data.

● Coordinate all personnel related matters for the department, division or other org. unit: monitoring equity among staff, tracking time and attendance. Monitor payroll reports to assure accuracy and that all employees are being paid accurately. Coordinate and facilitate org. unit performance management and development per the company's schedule. Maintain departmental files. Process a considerable amount of confidential and sensitive information.

● Review reports received for supervisor; check and compare with source documents and bring significant items, changes, errors or omissions to the attention of the supervisor.

● Participate in budget management by assisting in managing an operating budget, assisting in budget preparation and control, and analyzing unit operating procedures; effectively administer, develop and monitor contracts with outside vendors/consultants; analyze data trends and advise executives of significant changes or discrepancies (e.g. budget).

● Compose letters and statements independently requiring interpretation and application of departmental policies, procedures, rules and regulations; type letters, reports and records ensuring grammatical accuracy, conformance with general policy and factual correctness.

Knowledge, Skills & Experience:

● BS + 5 years executive level experience or equivalent combination of relative experience.

● Acts independently to determine methods and procedures on new assignments and may supervise the activities of other individual contributor personnel.

● Requires specialized administrative support experience, advanced arithmetic skills, the ability to use automated office equipment, read and decipher difficult instructions, and develop and maintain accurate documentation and records.

● Excellent customer service skills & ability to build rapport with internal and external customers.

● Ability to priortize workload & sense of urgency for time sensitive projects.

● Ability to seek guidance when answer is not clear; receptive of feedback from others.

*Depending on the area of assignment, directly related experience or a combination of directly related education and experience and/or competencies may be considered in place of the stated requiremetns. Example: If a job level typically requires an Associate's degree plus 2 years of experience, an equivalent could include 4 years of experience or a Bachelor's degree.

Work is performed in an office environment with exposure to electrical office equipment. Frequently sits for 6-8 hours per day. Frequent hand movement of both hands with the ability to make fast, simple, movements of the fingers, hands, and wrists. Occasionally walks and stands. Occasionally bends and twists neck. Light to moderate lifting and carrying objects with a maximum lift of 25lbs. Frequently drives to site locations with occasional travel within the United States. Able to communicate information and ideas so others will understand; with the ability to listen to and understand information and ideas presented through spoken and written words and sentences. Interacts with others, relates sensitive information to diverse groups. Must work with diverse groups to obtain consensus on issues.

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Third Party Agency and Recruiter Notice:

Agencies that present a candidate to Grifols must have an active, nonexpired, Grifols Agency Master Services Agreement with the Grifols Talent Acquisition Department. Additionally, agencies may only submit candidates to positions that they have been engaged to work on by a Grifols Recruiter. All resumes must be sent to a Grifols Recruiter under these terms or they will be considered a Grifols candidate.

Grifols provides equal employment opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other characteristic or status protected by law. We will consider for employment all qualified Applicants in a manner consistent with the requirements of applicable state and local laws.

Learn more about Grifols (https://www.grifols.com/en/what-we-do)

Req ID: 526119

Type: Regular Full-Time

Job Category: Admin/Clerical