Executive Administrative Assistant - Lafayette, United States - Medtronic

Description

Careers that Change Lives At Advanced Surgical Technologies, we are the global pioneer of advanced surgical technologies, delivering intelligent solutions, inspiring confidence when it matters most for surgeons to enhance patient outcomes today and tomorrow. This role can be based in Lafayette, CO or North Haven, CT.

A Day in the Life

This role provides direct support to the VP of Global Marketing in the Advanced Surgical Technologies business unit of Surgical, and some support of the Senior Directors/Directors on the leadership team.

Perform work at established standards of quality and timeliness to meet department goals and objectives, according to company policies and procedures.

Essential Functions:

Budget and Vendor Management

Process vendor proposals for contracting and purchase order requests.

Manage and track the finance approval process for all PO requests exceeding $50k.

Manage expense tracking against the team marketing budget in coordination with finance SAP GL ledger reports. Advise Directors and VP monthly on spend actuals.

Maintain knowledge of policies and procedures and educate team on new changes

Meeting Coordination

Support meeting coordination including Outlook scheduling, planning and logistics, agenda, on-site A/V set up, catering and supplies utilizing Meeting Card American Express payment and Ariba catalog purchasing.

Consolidate presentations with consistent, on-brand templates and formatting.

Draft agendas and slide content for biweekly LT and monthly org meetings. Assign content delivery instructions to presenters and guest speakers

Manage customer event functions including coordinating department support of event content, assembling event printing, CDA legal form processing, ordering & shipping supplies and sample product, etc.

Office support

Basic administrative support functions including printing, scanning, electronic records management, drafting communications, ordering supplies, managing shipments, etc.

Manage print orders of both internal material and customer facing brochures.

Organize and maintain physical supply of sample product in Lafayette, CO storage room.

Submit IT requests for team and ensure accurate completion

Complete expense reconciliation and expense reports for Meeting credit card and Travel & Entertainment credit card charges according to current policies and procedures.

VP Level Support

Book domestic and international travel for VP including applicable visa applications.

Complete expense reports for VP of Marketing and Sr. Director of Strategy, AST BU.

Review Expense Reports for Approval by VP

Schedule meetings with multiple attendees. Proactively communicate and resolve calendar conflicts to ensure necessary attendance.

Draft on-brand communications for VP and execute delivery through the specified channel (email, Teams).

Maintain calendar of dates for team recognitions and plan celebrations for team members

Maintain ORG charts, email distribution lists, and employee roster data.

Maintain Operating Mechanisms calendar to include internal and external events. Ensure it is shared and utilized by team in planning events to avoid conflicts. Coordinate with Surgical Integrated Marketing team op mechs calendars when necessary to coordinate executive level engagement.

Hospital credentialing

Community Council Lead

Lead meeting host for monthly AST Global Marketing community council. Send invitations and manage schedule.

Support logistics of events and engagements planned by Community Council Members

Encourage and directly influence innovation of the group to support the Medtronic Mission pillars and the ONE Surgical messaging.

Liaise with cross-functional groups on behalf of Global Marketing and the VP

Survey creation and reporting using MDT-approved platforms

Must Have: Minimum Requirements

High School Diploma or equivalent

Minimum of 6 years of administrative experience supporting multiple individuals with competing needs

Nice to Have

Proficient in Microsoft Outlook, Excel, Power Point, Word, Teams

Ability to work independently to achieve results

Technical computer skills and the ability to troubleshoot basic IT issues

Problem solving analysis and research abilities

Able to communicate intelligently and confidently with physicians and high-level executives.

Proactive in self education of policies and procedures.

Detail oriented planner

Excellent written and oral communication skills.

Professional étiquette (telephone, correspondence, email, and in person).

Ability to work well under multiple instructions and directions and manage competing priorities.

High level of energy and willingness to work independently in an ever-evolving environment.

Ability to work effectively in a team environment and build strong working relationships.

Ability to perform physical lifting of boxes and materials and transportation of equipment on-site

Ability to achieve results by working cross-functionally and collaboratively across a matrix organization

Self-starter, comfortable taking initiative and managing multiple projects at once

Experience working with a global team in multiple time zones

Conflict resolution skills – can respond gracefully and professionally while upholding policy

Interest in learning new technologies