Executive Assistant

The Opportunity

Avantor® is a leading life science tools company and global provider of mission-critical products and services to the life sciences and advanced technology industries. We work side-by-side with customers at every step of the scientific journey to enable breakthroughs in medicine, healthcare, and technology. Our portfolio is used in virtually every stage of the most important research, development and production activities at more than 300,000 customer locations in 180 countries.

Our VWR Distribution & Services segment comprises approximately two-thirds of our revenue and provides a comprehensive set of products and services to scientists and technicians in biopharma research, the academic environment and various diagnostic labs.

We offer anything a scientist needs to perform precise and complex analytics in the lab including various consumables, chemicals and reagents, glassware, plasticware and a host of equipment and instruments. High-value services and digital solutions are also key to our portfolio. They optimize end-to-end operations and help build the lab of the future.

Today, we are the first or second supplier of choice in each lab solutions end market we serve.

Our Bioscience & Medtech Products segment leverages our deep materials science capabilities to customize ultra-high purity materials suitable for our customers’ highly regulated production platforms. This segment includes bioprocessing, unique formulations for medical implant applications and advanced technology solutions. While biosciences comprise one-third of our revenue, it accounts for roughly half of our profitability.

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.

The ideal candidate possesses exceptional organizational skills, strong business acumen, project management expertise, and the ability to operate with confidentiality, discretion, and independent judgment in a fast-paced, highly matrixed environment.

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. Projects include leadership team presentations and team slide contributions.
• 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.

Leadership Competencies

Proactive Leadership

• Anticipates needs before they arise.
• Identifies potential issues and develops solutions independently.
• Demonstrates ownership and accountability for outcomes

Business Acumen

• Understands organizational priorities and strategic objectives.
• Connects daily activities to broader business goals.
• Exercises strong judgment and decision-making.

Project Management Excellence

• Successfully manages multiple priorities and stakeholders.
• Drives execution while maintaining attention to detail.
• Delivers results under tight timelines.

Technology Savvy

• Embraces emerging technologies and AI-enabled tools.
• Continuously seeks opportunities to simplify and automate work.
• Learns new systems quickly and effectively.

Executive Presence

• Maintains professionalism and credibility at all levels.
• Demonstrates confidence, diplomacy, and discretion.
• Communicates effectively with senior leadership and external partners.