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Executive Administrative Assistant - Full-time / Part-time
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | Northridge, CA Northridge, California |
About this job
Careers That Change Lives
Diabetes
The Diabetes Group is working with the global community to change the way people manage diabetes. Together, we will transform diabetes care by expanding access, integrating care, and improving outcomes; so people with diabetes can enjoy greater freedom and better health.
Intensive Insulin Management Business serves the needs of those with type 1 diabetes and those who use intensive insulin regimens with type 2 diabetes. This business unit is our history and our heritage, and where we have offered a comprehensive approach to improve outcomes and care.
Position Description:
Provide administrative support to a Senior Leader within the commercial organization at Medtronic Diabetes. This position is focused on coordinating the projects and work flow through a high-volume, fast-paced environment. Daily activities include ongoing interaction with senior-level executives and all levels of employees, as well as with customers, vendors, visitors and candidates.
A Day in the Life:
* Coordinate and maintain senior executive's calendar, including domestic and international travel arrangements.
* Monitor executive's email inbox and voice mails and address/re-direct emails as necessary.
* Establish and maintain effective working relationships with management, staff and customers and suppliers, both internal and external.
* Planning and execution of meetings and events both on small and large scale. Individual will assist in the planning of large scale events including (but not limited to) the National Sales Meeting, Manager's Meetings, President's Club recognition event, etc.
* Handle correspondence as directed, including composition and disposition of letters and memos. Ensure confidentiality of all documents, messages and telephone calls according to established processes, procedures, and policies.
* Prepare and edit presentation materials for senior-level meetings; reports, and forms, sometimes with limited direction.
* Works on projects requiring analytical skills; i.e.: provides support on organizational processes/projects such as organizational planning, performance reviews, AOP planning.
* Maintains, tracks, and provides reports relating to dept. budget and expenses, researches and resolves issues relating to expense reports, purchase orders, invoices, etc. Manages the requisition process for purchasing of equipment/supplies for the department.
* Oversee and ensure efficient and effective office procedures and work flow.
* Works on special projects as assigned.
* Perform other administrative duties as required (i.e. scheduling meetings and seminars, photocopying documents, maintaining department files and distributing mail).
Must Have: Minimum Requirements
To be considered for this role, please ensure the minimum requirements are evident on your resume.
High school diploma with a minimum of 10 years of combined administrative support including experience supporting senior-level (VP and above) executives.
OR
Bachelor's Degree with a minimum of 8 years of combined administrative support including experience supporting senior-level (VP and above) executives.
* Demonstrated experience with MS Office applications including outlook, Word, Excel and PowerPoint.
* Demonstrated experience managing and coordinating electronic meeting/calendar appointments and making domestic and international travel arrangements.
Nice to Have
* Prefer candidate with Bachelor's Degree
* 12+ yrs related experience including exec admin experience in a large company
* Prefer 5 years' experience providing administrative and meeting support in the medical device, pharmaceutical or healthcare industry
* Prefer candidate with CMP Certification
* Previous experience supporting sales leadership executives
* Experience with Visio and/or SAP
* Experience in a large, global corporate environment, including a matrix environment.
* Demonstrated ability and success working with minimal supervision -- including flexibility to changing priorities; pro-active, and self-motivated. Excellent analytical skills.
* Ability to organize and prioritize work effectively; accuracy and attention to detail essential.
* Excellent interpersonal skills, well organized and dependable. Strong task orientation.
* Flexible disposition that thrives in a fast-paced environment.
* Positive outlook with a bias for action and common sense approach to work; professional appearance and attitude
* Must be able to work overtime during high volumes of work.
* Excellent verbal and written communication skills, including polished telephone and email techniques and etiquette. Superior writing and editing skills -- must possess a thorough understanding and application of English grammar, sentence structure, spelling, and punctuation. Ability to grasp concepts and translate them into actionable messages.
* Experience working with employees at all levels in large corporate environments, with or without direct authority.
* Experience planning and managing large meetings and events within budget and with attention to detail
* Experience handling wide variety of confidential information
About Medtronic
Together, we can change healthcare worldwide. At Medtronic, we push the limits of what technology, therapies and services can do to help alleviate pain, restore health and extend life. We challenge ourselves and each other to make tomorrow better than yesterday. It is what makes this an exciting and rewarding place to be.
We want to accelerate and advance our ability to create meaningful innovations - but we will only succeed with the right people on our team. Let's work together to address universal healthcare needs and improve patients' lives. Help us shape the future.
Physical Job Requirements
The above statements are intended to describe the general nature and level of work being performed by employees assigned to this position, but they are not an exhaustive list of all the required responsibilities and skills of this position.
The physical demands described within the Day in the Life section of this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EEO
It is the policy of Medtronic to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Medtronic will provide reasonable accommodations for qualified individuals with disabilities.
This employer participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees
Diabetes
The Diabetes Group is working with the global community to change the way people manage diabetes. Together, we will transform diabetes care by expanding access, integrating care, and improving outcomes; so people with diabetes can enjoy greater freedom and better health.
Intensive Insulin Management Business serves the needs of those with type 1 diabetes and those who use intensive insulin regimens with type 2 diabetes. This business unit is our history and our heritage, and where we have offered a comprehensive approach to improve outcomes and care.
Position Description:
Provide administrative support to a Senior Leader within the commercial organization at Medtronic Diabetes. This position is focused on coordinating the projects and work flow through a high-volume, fast-paced environment. Daily activities include ongoing interaction with senior-level executives and all levels of employees, as well as with customers, vendors, visitors and candidates.
A Day in the Life:
* Coordinate and maintain senior executive's calendar, including domestic and international travel arrangements.
* Monitor executive's email inbox and voice mails and address/re-direct emails as necessary.
* Establish and maintain effective working relationships with management, staff and customers and suppliers, both internal and external.
* Planning and execution of meetings and events both on small and large scale. Individual will assist in the planning of large scale events including (but not limited to) the National Sales Meeting, Manager's Meetings, President's Club recognition event, etc.
* Handle correspondence as directed, including composition and disposition of letters and memos. Ensure confidentiality of all documents, messages and telephone calls according to established processes, procedures, and policies.
* Prepare and edit presentation materials for senior-level meetings; reports, and forms, sometimes with limited direction.
* Works on projects requiring analytical skills; i.e.: provides support on organizational processes/projects such as organizational planning, performance reviews, AOP planning.
* Maintains, tracks, and provides reports relating to dept. budget and expenses, researches and resolves issues relating to expense reports, purchase orders, invoices, etc. Manages the requisition process for purchasing of equipment/supplies for the department.
* Oversee and ensure efficient and effective office procedures and work flow.
* Works on special projects as assigned.
* Perform other administrative duties as required (i.e. scheduling meetings and seminars, photocopying documents, maintaining department files and distributing mail).
Must Have: Minimum Requirements
To be considered for this role, please ensure the minimum requirements are evident on your resume.
High school diploma with a minimum of 10 years of combined administrative support including experience supporting senior-level (VP and above) executives.
OR
Bachelor's Degree with a minimum of 8 years of combined administrative support including experience supporting senior-level (VP and above) executives.
* Demonstrated experience with MS Office applications including outlook, Word, Excel and PowerPoint.
* Demonstrated experience managing and coordinating electronic meeting/calendar appointments and making domestic and international travel arrangements.
Nice to Have
* Prefer candidate with Bachelor's Degree
* 12+ yrs related experience including exec admin experience in a large company
* Prefer 5 years' experience providing administrative and meeting support in the medical device, pharmaceutical or healthcare industry
* Prefer candidate with CMP Certification
* Previous experience supporting sales leadership executives
* Experience with Visio and/or SAP
* Experience in a large, global corporate environment, including a matrix environment.
* Demonstrated ability and success working with minimal supervision -- including flexibility to changing priorities; pro-active, and self-motivated. Excellent analytical skills.
* Ability to organize and prioritize work effectively; accuracy and attention to detail essential.
* Excellent interpersonal skills, well organized and dependable. Strong task orientation.
* Flexible disposition that thrives in a fast-paced environment.
* Positive outlook with a bias for action and common sense approach to work; professional appearance and attitude
* Must be able to work overtime during high volumes of work.
* Excellent verbal and written communication skills, including polished telephone and email techniques and etiquette. Superior writing and editing skills -- must possess a thorough understanding and application of English grammar, sentence structure, spelling, and punctuation. Ability to grasp concepts and translate them into actionable messages.
* Experience working with employees at all levels in large corporate environments, with or without direct authority.
* Experience planning and managing large meetings and events within budget and with attention to detail
* Experience handling wide variety of confidential information
About Medtronic
Together, we can change healthcare worldwide. At Medtronic, we push the limits of what technology, therapies and services can do to help alleviate pain, restore health and extend life. We challenge ourselves and each other to make tomorrow better than yesterday. It is what makes this an exciting and rewarding place to be.
We want to accelerate and advance our ability to create meaningful innovations - but we will only succeed with the right people on our team. Let's work together to address universal healthcare needs and improve patients' lives. Help us shape the future.
Physical Job Requirements
The above statements are intended to describe the general nature and level of work being performed by employees assigned to this position, but they are not an exhaustive list of all the required responsibilities and skills of this position.
The physical demands described within the Day in the Life section of this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EEO
It is the policy of Medtronic to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Medtronic will provide reasonable accommodations for qualified individuals with disabilities.
This employer participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees