Executive Assistant

bdx; San Diego (CA); On-site; USD 41,000 - 66,000; Full time

Job summary

BD is seeking an Executive Assistant to support the VP/GM Dispensing and senior leadership. This highly visible role requires advanced calendar management, meeting coordination, and data-driven presentation creation in a fast-paced environment.

You will leverage AI-enabled tools for drafting, researching, and briefing materials while ensuring confidentiality and high-quality executive support. On-site collaboration is emphasized, with strong teamwork and cross-functional communication.

Qualifications

• Minimum 10+ years' experience as an Executive Assistant supporting multiple leaders including VP level in a fast-paced, multicultural environment.
• Demonstrated ability to handle confidential information with discretion and integrity.
• Experience with AI, Workday, PowerPoint, and Excel; proficiency with Concur and SAP preferred.
• Strong communication and interpersonal skills, with the ability to summarize information clearly.
• Ability to manage competing priorities and deadlines, with willingness to work extra hours when needed.

Responsibilities

• Proactively manages complex calendars and prioritizes competing demands for leaders.
• Coordinates meetings and resolves conflicts; handles on-site and off-site logistics.
• Stays current on AI tools and automation to streamline executive support processes.
• Manages time requests with sense of urgency and appropriate prioritization.
• Creates high-quality PowerPoint presentations and Excel reports; maintains org charts.
• Assembles data and performs basic internet research for reports and presentations.
• Uses AI-enabled tools for drafting, summarization, and presentation development, with QA.
• Prepares executive briefing materials from emails, notes, and reports into concise summaries and actions.
• Responds to inquiries via phone, email, and in person with appropriate routing.
• Schedules travel and reconciles expenses; maintains travel records.
• Supports leaders with AI-based workflow for calendar planning, travel, and meetings logistics.
• Organizes town halls including agenda, materials, and data preparation.
• Drafts and refines executive communications using AI tools while ensuring accuracy and tone.
• Acts as back-up for other executives when needed.

Skills

AI tools

Workday

PowerPoint

Excel

Concur

SAP

MS Office

Communication

Time management

Confidentiality

Problem solving

Teamwork

Executive summaries

Adaptability

Education

High School Diploma or GED

College degree a plus

Tools

Workday

PowerPoint

Excel

Concur

SAP

MS Office

Job description

We are the people who give possibilities purpose

BD is one of the largest global medical technology companies in the world. Advancing the world of health™ is our Purpose, and it’s no small feat. It takes the imagination and passion of all of us—from design and engineering to the manufacturing and marketing of our billions of MedTech products per year—to look at the impossible and find transformative solutions that turn dreams into possibilities.

Job Description

The Executive Assistant will provide organizational and administrative support to the VP/GM Dispensing and other members of the leadership team. This is a participative, hands-on role that also includes complex administrative responsibilities. This highly-visible position serves as the primary administrative liaison with members of senior management, external stakeholders, and their assistants. This role is expected to leverage modern productivity technologies, including AI-enabled tools, to enhance efficiency, improve the quality of executive support, and help leaders operate effectively in a fast-paced environment.

Key Responsibilities

• Proactively manages complex calendars with competing priorities to keep the leader and team abreast of meetings and tasks and ensures leaders being supported have the information necessary to effectively navigate through their day.

• Coordinates meetings and proactively resolves conflicts, including making recommendations for meetings with other leadership team members. Handles all administrative matters related to on-site and off-site meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc.

• Stays current on emerging administrative technologies, including AI tools and automation capabilities, and identifies opportunities to streamline work, improve responsiveness, and enhance executive support processes.

• Manages requests for time with the leader, with the ability to differentiate the sense of urgency of the request/need for the leader's time and attention.

• Creates high-quality PowerPoint presentations, Excel spreadsheets and maintains organizational charts. Creates/updates departmental files.

• Assembles, compiles and maintains data, with capability to do basic internet research as required for regularly scheduled reports and presentations and ad hoc projects.

• Uses AI-enabled productivity tools responsibly to support meeting preparation, document drafting, summarization, research, action-item tracking, and presentation development, while applying sound judgment, validating outputs, and maintaining confidentiality.

• Prepares executive briefing materials by synthesizing information from emails, meeting notes, reports, and multiple business inputs into concise summaries, decision points, and follow-up actions using digital and AI-supported tools where appropriate.

• Responds to telephone, email and in-person inquiries providing general information and referring inquiries to appropriate sources based on a broad knowledge of the Company. Determines level of importance and urgency and elevates appropriately. Handles confidential information and sensitive correspondence.

• Schedules business travel and accommodations and reconciles and maintains expense reports.

• Supports leaders by leveraging available technologies, including AI-based tools, to improve efficiency in calendar planning, travel coordination, meeting logistics, and routine administrative workflows.

• Organizes town hall meetings, including preparation of the agenda and presentation materials, logistics and pulls all the relevant data in preparation for the meeting. May also be required to work with other functions such as graphics and corporate communications to create an impactful event.

• Drafts, formats, and refines executive communications, presentations, agendas, and meeting recaps using AI tools to accelerate first drafts and improve quality, while ensuring accuracy, tone, alignment to leadership intent, and adherence to company standards.

• Helps track priorities, deliverables, and follow-up actions across multiple stakeholders by using digital tools and AI-assisted workflow support to improve organization, visibility, and execution.

• As a member of the Executive Administrative team, will also be called upon to serve as back up for other executives when needed.

Qualifications:

Education

• Minimum of a High School Diploma or GED with formal training or equivalent work experience required.

• College degree a plus but not a requirement.

Experience

• Minimum 10+ years' experience as an Executive Assistant supporting multiple leaders including the VP level in a multi-functional, matrixed, fast-paced and diverse multicultural environment required, preferably at a progressively responsible and/or corporate level.

Knowledge & Skills

• Self-starter with the desire and ability to take initiative; ability to learn quickly required.

• Extreme confidentiality, discretion and integrity required.

• Demonstrated ability to work independently under time constraints, manage competing priorities and deadlines and handle multiple tasks efficiently while maintaining the highest quality.

• Experience required using A.I., Workday, PowerPoint, and Excel. Proficiency with Concur and SAP (travel and expense reports) preferred. Strong proficiency with MS Office tools (Outlook, Word, etc.) required.

• Proficiency with modern digital workplace tools, including AI-enabled productivity applications (e.g., for summarization, drafting, scheduling support, research, and presentation development), with the ability to use such tools effectively, efficiently, and responsibly.

• Strong communication and interpersonal skills, given the significant contact with senior management and external contacts required.

• A keen sense of urgency in delivering tasks, with a proven ability to effectively prioritize, complete multiple tasks and change work priorities to meet unexpected deadlines, including working additional hours when necessary required.

• Strong customer service focus, highly organized and detail oriented.

• Must be able to identify and resolve problems and requests in a proactive and timely manner.

• Must be able to gather and analyze information skillfully.

• Strong critical thinking and judgment skills, including the ability to review, verify, and refine AI-generated content for accuracy, completeness, appropriateness, and alignment with business context.

• Proven ability to work well in a team-oriented environment.

• Demonstrated ability to exchange information clearly and concisely.

• Ability to synthesize large volumes of information into clear, executive-ready summaries, action items, and presentation content using a combination of independent judgment and technology-enabled tools.

• Comfort learning new technologies quickly and adapting to evolving tools, systems, and process improvements in a fast-paced executive environment.

• Understanding of appropriate and ethical use of AI tools, including protection of confidential information, data privacy awareness, and adherence to company policies and governance standards.

• Strong process orientation with the ability to identify opportunities for automation, standardization, and increased efficiency in administrative and operational support activities.

At BD, we prioritize on-site collaboration because we believe it fosters creativity, innovation, and effective problem-solving, which are essential in the fast-paced healthcare industry. For most roles, we require a minimum of 4 days of in-office presence per week to maintain our culture of excellence and ensure smooth operations, while also recognizing the importance of flexibility and work-life balance. Remote or field-based positions will have different workplace arrangements which will be indicated in the job posting.

For certain roles at BD, employment is contingent upon the Company’s receipt of sufficient proof that you are fully vaccinated against COVID-19. In some locations, testing for COVID-19 may be available and/or required. Consistent with BD’s Workplace Accommodations Policy, requests for accommodation will be considered pursuant to applicable law.

Why Join Us?

To find purpose in the possibilities, we need people who can see the bigger picture, who understand the human story that underpins everything we do. We welcome people with the imagination and drive to help us reinvent the future of healthcare. At BD, you’ll discover a culture in which you can learn, grow and thrive.

We believe that when people connect in person, we learn faster, collaborate more deeply, and build a stronger culture. Join us and enjoy a culture where face-to-face collaboration supports your learning, your progress, and your success.

To learn more about BD visit https://bd.com/careers

Becton, Dickinson, and Company is an Equal Opportunity Employer. We evaluate applicants without regard to race, color, religion, age, sex, creed, national origin, ancestry, citizenship status, marital or domestic or civil union status, familial status, affectional or sexual orientation, gender identity or expression, genetics, disability, military eligibility or veteran status, and other legally protected characteristics.

Required Skills

Optional Skills

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Primary Work Location

USA CA - San Diego Bldg A&B

Additional Locations

Work Shift

At BD, we reward, support and develop our associates through our comprehensive Total Rewards program. We are committed to attracting and retaining high quality talent by providing reward and recognition opportunities that promote a performance-based culture, as well as a competitive package of compensation and benefits programs. You can learn more on our career site under "Our Commitment to You".

Our salary or hourly rate ranges reward associates fairly and competitively. We regularly review these ranges and factors, such as location, contribute to the range displayed.

Our pay is based on the role and the necessary skills and education to perform it successfully. The salary or hourly pay ranges are influenced by labor laws and Collective Bargaining Agreement (CBA) requirements applicable to the work location which may also affect the workplace arrangement of the role.

Salary Range Information

$29.70 - $47.50 USD Hourly