Executive Assistant

Job Description This is a high-impact opportunity for an experienced executive administrative professional to support the Vice President of Global Quality in a fast-paced, global corporate environment. The VP, Global Quality leads an approximately 700-person global Quality organization accountable for quality strategy, compliance, operational excellence, and customer-focused execution across worldwide business. This role provides critical support to a senior enterprise leader who partners across functions and geographies to execute the multi-year Global Quality strategy.

The Executive Assistant to the VP, Global Quality serves as a trusted partner and central point of coordination for a complex global organization. This role manages advanced, confidential, and diversified activities requiring strong business judgment, executive presence, organizational knowledge, and the ability to anticipate needs, solve problems, and operate independently with minimal direction.

This role will be located at Agilent’s corporate office in Santa Clara, CA. Given the global scope of the organization, the position requires flexibility to support leaders, meetings, and priorities across multiple regions and time zones, with occasional travel or additional on-site presence for leadership meetings, executive reviews, and special events.

Responsibilities include:

• Proactively manages complex executive calendars and schedules across global time zones, including coordinating high-priority meeting logistics, recurring leadership meetings, executive reviews, and related materials. Anticipates conflicts, evaluates priorities, and applies sound judgment to ensure effective use of the VP’s time.
• Coordinates all aspects of travel arrangements, including booking flights, hotels, and local transportation; preparing detailed itineraries; arranging visa and passport requirements as needed; and preparing and reconciling travel expense reports.
• Manages preparation for internal and external events by consolidating and distributing meeting materials, coordinating webcasts and executive briefings, resolving complex logistics, and ensuring the VP is fully prepared for each engagement.
• Serves as a primary contact and initial escalation point for internal customers, external suppliers, regulatory authorities, executives, and employees at all levels, using professionalism, discretion, and comprehensive organizational knowledge to resolve routine and complex inquiries.
• Manages creation, tracking, and reconciliation of large purchase orders and departmental expenses; partners with procurement and finance to onboard suppliers, resolve complex issues, improve tracking practices, and ensure compliance with company policies and procedures.
• Establishes, manages, and continuously improves SharePoint sites, collaboration spaces, documentation repositories, and administrative processes that support effective global team operations.
• Maintains and governs critical organizational information, including org charts, job descriptions, training profiles, distribution lists, and internal group content, ensuring accuracy, consistency, confidentiality, and timely updates.
• Supports Global Quality leaders and the full team during meetings, events, correspondence, and communication activities, including team organization, deadline tracking, meeting minutes, action-item follow-up, and resolution of complex coordination needs.
• Creates materials for team communication events and leadership meetings; manages team communication sites and works proactively with Agilent communication teams to align messaging, improve effectiveness, and support consistent global communications.
• Responsible for providing onboarding support for new hires reporting to the VP.
• Understands and fully comply with SEC Regulation Fair Disclosure requirements governing what can be shared about the company with internal and external individuals.
• Participates in and may lead complex functional projects and process improvements, including automation of monthly reporting, inspection and audit response tracking, SPR activity and status tracking, goal and initiative tracking, headcount and budget tracking, travel approval databases, quality dashboards, and KPI publishing. Develop recommendations for new or improved practices, tools, and procedures to address business needs and team escalations.
• Supports the administrative assistant community in Santa Clara providing sup…