Executive Administrative Assistant

$82,900 - $145,100/Yr

Varian Medical Systems - Palo Alto, CA

Full-time - Mid Level

Remote - Palo Alto, CA

Computer and Electronic Product Manufacturing

About the position

The Executive Administrative Assistant at Varian Medical Systems plays a crucial role in providing high-level administrative support to the executive leadership team. This position requires a deep understanding of departmental operations and the ability to handle sensitive information with integrity and confidentiality. The assistant will manage complex calendars, prioritize inquiries, and coordinate various projects and events, ensuring smooth operations within the executive team.

Responsibilities

• Coordinate executive level complex calendars including company calendar, professional affiliations, external Boards & committees, personal scheduling, and travel calendars.
• Prioritize inquiries and requests while troubleshooting conflicts; make recommendations to ensure smooth day-to-day engagements.
• Create and manage long-term and short-term project plans, setting targets for milestones, adhering to deadlines, and partnering with stakeholders.
• Complete expense reports, compose and prepare correspondence, and compile receipts for reimbursement.
• Plan events such as quarterly meetings, recurring staff meetings, executive off-sites, and company events.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the executive leader.
• Make informed decisions regarding priorities and urgency of situations that require quick response or turnaround.
• Demonstrate superior organizational skills and attention to detail.

Requirements

• 5 to 10 years of successful experience in executive administrative support.
• Bachelor's degree and/or equivalent work experience.
• 5+ years' experience supporting C-level executives.
• Ability to proactively anticipate the needs of the leadership team and act independently.
• Experience with meeting planning and execution in a large complex, international environment.
• Strong communication skills to interact at all levels of the organization.
• Ability to manage a high volume of tasks independently and with discretion.

Nice-to-haves

• Experience working in a remote/home-based position.

Benefits

• Competitive salary range of $82,900 - $145,100 per year.
• Opportunities for professional development and growth within the company.
• Inclusive workplace culture that values diversity and individual experiences.