Facilities Administrator & Executive Assistant

Vantive: A New Company Built On Our Legacy

Baxter is on a journey to separate our ~$5B Kidney Care segment into a standalone company. Vantive* will build on our nearly 70-year legacy in acute therapies and home and in-center dialysis to provide best-in-class care to the people we serve. We believe Vantive will not only build our leadership in the kidney care space, it will also offer meaningful work to those who join us.

At Vantive, you will become part of a community of people who are focused, courageous and don’t settle for the mediocre. Each of us are driven to help improve patients’ lives worldwide. Join us as we revolutionize kidney care and other vital organ support.

*Completion of the proposed separation of Kidney Care from Baxter into a standalone company (to be named Vantive) remains subject to the satisfaction of customary conditions.

As Facilities Administrator, oversee GITC office operation, office supplier management, and Building administration relationship. Manage all administrative processes related to the operation of the site.

As Executive Assistant, you will play a critical role and provide comprehensive support to our VP IT – Security & Compliance and VP IT – Infra & Op., in managing calendars, coordinating, attending, and taking notes during meetings, sending out meeting follow-ups, and ensuring efficient communication within the organization. The ideal candidate will possess excellent organizational skills, a sense of urgency, and the ability to optimize these leader’s schedules to create more bandwidth for strategic activities

Job Summary

Job Title – Facilities Administrator & Executive Assistant

Proactive Support:

• Purchasing office supplies and equipment to maintain proper stock levels.
• Monitoring the supplies budget and ensuring that it matches the needs.
• Coordinates with the landlord for facility management and monitoring of service providers.
• Organizing minor repairs in the office with the involvement of contractors from third parties
• Supporting top managers in administration · Receipt and verification of invoices and payment follow up with our AP department.
• Creation and maintenance of monthly invoice amount tracking.
• Supporting on-site Security services
• Assistance in organizing visits.
• Supporting communication and the organization of events.
• Organizing team events or conferences.
• Creates and communicates administrative procedures.
• Manage of office parking spaces in the site.
• Proactively manage the leader’s calendars, including scheduling, prioritizing appointments, and coordinating all internal and external meetings.
• Work closely with the leaders to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Anticipate leader’s needs in advance of meetings, conferences, etc. and proactively identify ways to meet those needs,
• Optimize the leader's schedule to create more time for strategic initiatives by efficiently managing conflicting priorities and minimizing time conflicts.
• Act as a liaison between the leaders and internal/external stakeholders, handling correspondence, emails, and phone calls with professionalism and confidentiality.
• Provide a bridge for smooth communication between the leaders and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Arrange complex travel itineraries, including flights, accommodations, ground transportation, and visas, considering the leader's preferences and optimizing travel efficiency.
• Coordinate logistics for meetings, conferences, and events, both onsite and offsite, ensuring smooth execution and providing necessary support.
• Provide attention to external visitors and channel them to the corresponding area.
• Capture telephone calls and channel them in an appropriate and timely manner.
• Keep the directory of internal extensions and staff cell phones updated.
• Manage company email, respond to emails, and send correspondence.
• Administrative functions: purchasing materials, preparing, and tracking invoices, scheduling appointments, filing documents, among other activities required by HR and the different departments.

Requirements

• Excellent communication in English
• Landlord relationship management
• Familiar with O365 tools as user.
• At least 2 years of experience in administration of back-office operations.
• At least 2 years of experience in global environments.
• 2+ years of previous experience as an Executive Assistant supporting C-level executives or senior management.
• Ability to work from the GITC KCO Mexico office 5 days a week and be able to coordinate with in-person and remote executives and team members,
• Exceptional organizational skills with the ability to multitask and prioritize tasks in a fast-paced environment.
• Proactive mindset and the ability to act with a sense of urgency, anticipating needs and taking proactive measures to support executives.
• Strong calendar management skills, adept at optimizing schedules and creating more bandwidth for strategic activities.
• Excellent written and verbal communication skills, with the ability to interact professionally and confidently with stakeholders at all levels.
• Proficiency and agility in computer skills, including Microsoft Office 365 suite (Docs, Sheets, Slides, Forms), database management, and online collaboration tools.
• Strong attention to detail and accuracy, particularly in managing confidential information and preparing business documents.
• Ability to maintain composure and work effectively under pressure, handling high-stakes situations with professionalism.
• Flexibility and adaptability to changing priorities and demands, readily adjusting schedules and tasks as needed.

Reasonable Accommodations

Baxter is committed to working with and providing reasonable accommodations to individuals with disabilities globally. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application or interview process, please click on the link here and let us know the nature of your request along with your contact information.

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