Administrative Asstistant V

Description

The Administrative Assistant (V) provides high-level executive support to the VP, Computational Innovation and the leadership team in Ridgefield, CT. This role demands exceptional organizational, communication, and strategic thinking skills to manage complex administrative functions in a fast-paced, global environment. The ideal candidate will act as a trusted partner, ensuring operational excellence, anticipating needs, and driving process improvements to enable the team’s success.

Attention to details is critical to ensure accuracy, compliance, and flawless execution across all responsibilities.

As a Level V administrative professional, this individual will also serve as a resource and provide guidance to other administrative staff, sharing best practices and supporting their development when needed.

As an employee of Boehringer Ingelheim, you will actively contribute to the discovery, development and delivery of our products to our patients and customers. Our global presence provides opportunity for all employees to collaborate internationally, offering visibility and opportunity to directly contribute to the companies´ success. We realize that our strength and competitive advantage lie with our people. We support our employees in a number of ways to foster a healthy working environment, meaningful work, mobility, networking and work-life balance.

Our competitive compensation and benefit programs reflect Boehringer Ingelheim´s high regard for our employees.

• Provide comprehensive administrative support to the VP and leadership team, including calendar management, meeting coordination, and prioritization of tasks.
• Prepare agendas, track action items, and ensure timely follow-up for leadership team meetings.
• Draft, edit, and format presentations, reports, and executive communications with precision and clarity.
• Coordinate complex domestic and international travel arrangements, including itineraries and compliance with company policies.
• Manage expense reporting and reconciliation through Concur.
• Plan and execute leadership team events, workshops, and offsites, ensuring seamless logistics and budget adherence.
• Maintain and organize documentation using SharePoint, Confluence, and other collaboration tools.
• Support budget tracking, financial reporting, and vendor management processes.
• Identify and implement process improvements to enhance efficiency and team productivity.
• Assist in project coordination, tracking milestones, and ensuring deliverables are met.
• Collaborate across global time zones and functions, fostering strong relationships and clear communication.
• Serve as a liaison between the VP’s office and internal/external stakeholders.
• Leverage advanced proficiency in MS Office 365, SharePoint, Confluence, and AI tools such as Copilot to streamline workflows.
• Stay current with emerging technologies and best practices to optimize administrative processes
• Provide guidance and share best practices with other administrative professionals across the organization.
• Act as a role model for operational excellence and continuous improvement.

• Business School certification, or Associates degree from an accredited institution, or equivalent work experience.
• Minimum of eight to ten (8-10) years of administrative, customer service and/or relevant business experience.
• Five-plus (5+) years of previous administrative experience with BIPI preferred.
• Applies an advanced level of knowledge / skills to a wide range of interdepartmental responsibilities and serves as a resource to others.
• Satisfactory performance record.
• Demonstrates acceptable level of performance for all Administrative Assistant V competencies as defined in the Career Pathway criteria.
• Demonstrated expert knowledge of Microsoft Office (Word, Excel and PowerPoint), including MS Project required.
• Demonstrated ability to take ownership and proactively identify business process improvements.

• Strong understanding of operational processes, project management principles, and budget tracking.
• Exceptional organizational skills, attention to detail, and ability to manage multiple…