Executive Assistant (Columbia, MD)
Pay Range: $30-40/hour
Job Description
Grace is seeking a Senior Administrative Assistant to provide high-level support to the Vice President of Procurement. This role encompasses managing schedules, coordinating conferences and supplier meetings. It includes external partner engagement and stewardship with key strategic partners and platforms in support of our Responsible Sourcing objectives. This role is accountable for compiling supply market and supplier data to enable the global procurement team to effectively position, manage, and deliver productivity in support of the global enterprise.
Responsibilities
- Provide comprehensive administrative support across the Procurement functions to ensure efficient operations.
- Manage Procurement activities, including contract approval routing and data entry via SAP Ariba (SaaS) platform.
- Support sustainability initiatives through responsible supply chain objectives, supplier engagement, and compliance assessments with key external partners (e.g., EcoVadis)
- Coordinate calendars, travel arrangements, meetings, events, and expense tracking.
- Prepare and maintain correspondence, reports, presentations, agendas, minutes, and departmental records.
- Screen and direct calls, visitors, surveys, mail, and email; respond to general inquiries.
- Maintain office supplies and equipment; submit work orders as needed.
- Generate reports from company systems and perform basic data analysis.
- Assist with accounting and procurement operation tasks, including vendor registration, PO creation, invoicing, payment processing, and budget tracking.
- Support tradeshow planning, sampling processes, and R&D PRISM meeting coordination.
- Assist with audits for non-standard manufacturing and lab operations.
- Coordinate talent acquisition logistics and new employee onboarding, including workspace and equipment setup.
- Organize special events and execute assigned projects.
Required Qualifications
- Minimum of 5 years administrative support experience
- Proficient with use of word processing (MS Word), spreadsheet (Excel) and data base software and presentation software (PowerPoint), SharePoint, e-mail (Outlook), the Internet.
- Strong organizational skills and detail-orientated, ability to remain calm under pressure and juggle multiple responsibilities and priorities
- Strong project management and meeting/event coordination skills.
- Ability to handle sensitive and extensive confidential data.
- Excellent customer service skills and interpersonal skills.
- Excellent oral and written communication skills with all levels of the organization.
- Strong critical thinking and analytical skills and can work with little direction
- Ability to work in a dynamic, fast paced, environment.
- Must be a team player with strong interpersonal skills and professional presence
Preferred Qualifications
- Bachelor's degree in business or related field.
- Demonstrated knowledge and use of DocuSign, SAP and its e-procurement SaaS (ARIBA) used for contract management
awc
Integrated Resources
VantageScore
MedElite