Executive Administrative Assistant

Guerbet; Raleigh (NC); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Competitive salary

Personal development opportunities

Diversity and inclusion commitment

Job summary

Guerbet is seeking an Executive Administrative Assistant to provide high-level administrative support. This role involves assisting the Site Director, managing communications, and coordinating HR processes. The ideal candidate will have a strong background in administration and exceptional organizational skills.

Applicants should be detail-oriented, able to manage confidential information, and proficient in Microsoft Office applications.

Qualifications

• 5 years of executive administrative assistant experience.
• Ability to maintain confidentiality with sensitive information.
• Proven ability to work independently in fast-paced environments.

Responsibilities

• Provide administrative support to the Site Director and HR Department.
• Manage communications and organize filing systems.
• Coordinate interviews and administrative logistics for HR.

Skills

Organizational skills

Attention to detail

Communication skills

Multitasking

Education

Associate’s or Bachelor’s degree in Business Administration

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Job description

WHAT WE ARE LOOKING FOR

The Executive Administrative Assistant will operate in full compliance with applicable hygiene, safety, quality, and regulatory standards, and in alignment with the organization’s framework, company’s procedures, and the defined scope of responsibility the role is accountable for.

The Executive Administrative Assistant provides high-level administrative support to site operations, including direct assistance to the Site Director, the Human Resources Department, and the Site Leadership Team (SLT). This role requires exceptional organizational skills, strong attention to detail, and the ability to handle confidential and sensitive information with professionalism and discretion. In addition, this role requires the ability to communicate effectively at all levels of the organization.

YOUR ROLE

• Provide comprehensive administrative support to the Site Director, including calendar management, meeting coordination, travel arrangements, and expense processing.
• Prepare, edit, format, and coordinate correspondence, presentations, reports, and other executive-level documents.
• Anticipate leadership needs and proactively support SLT initiatives to improve efficiency, communication, and organizational effectiveness.
• Assist with preparing meeting agendas, materials, taking minutes, and distributing follow-up documentation.

Human Resources Administrative Support

• Provide administrative support to the Human Resources department across key employee lifecycle processes, including recruitment, onboarding, and offboarding.
• Support the coordination of interview schedules, candidate visits, and related logistics in partnership with HR and hiring managers.

Site & Cross-Functional Coordination

• Serve as a key administrative resource for operations staff and site personnel, ensuring smooth communication and workflow across departments.
• Coordinate plantwide meetings, town halls, safety events, audits, and cross-functional activities.
• Support the planning and execution of employee engagement programs, recognition events, wellness activities, annual celebrations, and other sitewide initiatives.
• Coordinate training room scheduling, room setup, and materials for on-site training sessions.

Communications & Information Management

• Manage incoming communications (email, phone, visitors) and route inquiries appropriately.
• Assist with internal communications, including announcements, newsletters, and updates to bulletin boards or digital displays.
• Organize and maintain electronic and physical filing systems in compliance with company policies and regulatory requirements.
• Handle confidential and sensitive information with the highest level of discretion and integrity.

Site Administrative Operations

• Manage general site administrative operations, including office supplies, purchasing card transactions, mail distribution, shipping and receiving of administrative packages, document courier requests, and coordination of facility service needs for administrative spaces.
• Serve as a point of contact for visitors, contractors, service providers, auditors, and corporate leadership; assist with organizing plant tours as needed.

Department Specific/Non-Essential Functions

• Provide backup administrative support to other departments during absences or peak workload periods.

Performs other duties as assigned by management.

YOUR BACKGROUND

Required Qualifications

• Associate’s or Bachelor’s degree in Business Administration or a related field.
• Minimum of 5 years of executive administrative assistant experience.
• High proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Demonstrated ability to maintain strict confidentiality with sensitive and proprietary information.
• Strong organizational, communication, and multitasking skills.
• Ability to work independently, exercise sound judgment, and manage competing priorities in a fast-paced environment.

Preferred Qualifications

• Experience supporting Human Resources functions and/or senior leadership teams.
• Familiarity with cGMP environments or other regulated industry standards.
• Notary certification.

Physical Requirements

• Ability to lift and carry up to 25 lbs. occasionally (e.g., office supplies or meeting materials).
• Occasional bending, reaching, or stooping to access files, storage areas, or office supplies.

Cognitive Requirements

• Professional demeanor and strong interpersonal skills.
• High level of confidentiality, integrity, and ethical judgment.
• Strong attention to detail and accuracy.
• Initiative, adaptability, and problem-solving ability.

Effective collaboration with cross-functional teams.

Reason to join US

Much more than a Competitive salary,

We offer continued personal development. When you join Guerbet, you :

• Are choosing a global leader with recognized expertise in diagnostic and interventional imaging,
• Are joining our 2820 collaborators who are committed every day to offering innovative solutions to improve quality of patient’s life all over the world,
• Are joining a company where we value diversity of talents coming from various horizon.

Guerbet is an Equal Opportunity Employer. As an organization, we believe that no individual should be discriminated against because of their differences, which includes the following: age, disability, ethnicity, gender, gender identity and expression, religion, or sexual orientation. All employment decisions shall be made without regard to age, race, creed, color, religion, sex, national origin, ancestry, disability status, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status, or any other basis as protected by federal, state, or local law. Guerbet is committed to diversity, equity, and inclusion.

Guerbet provides accommodations to applicants and employees with disabilities. If you need an accommodation to apply for a position please send an email to [e-mail] or you can also call this number+19843443717