Executive Assistant- Robotic Surgical Technologies

$72,400 - $108,600/Yr

Medtronic - Boston, MA

Full-time - Entry Level

Boston, MA

Miscellaneous Manufacturing

About the position

At Medtronic, you can begin a life-long career of exploration and innovation, while helping champion healthcare access and equity for all. As an Executive Assistant for the Vice President/GM of Robotic Surgical Technologies, you will provide expert and proficient executive-level administrative support. This role requires you to independently perform complex and diverse administrative duties while taking a proactive approach to anticipate and meet the needs of the executive. Daily activities will require cultural sensitivity when interacting with high-level contacts both inside and outside the company. You will have regular exposure to sensitive and confidential information, necessitating considerable use of tact, diplomacy, discretion, and judgment. Your responsibilities will include general administrative support such as preparing communications, maintaining schedules, coordinating meetings and conferences, ordering supplies, and managing travel arrangements both domestically and internationally. You will also be responsible for email management, calendar coordination, and providing administrative support for complex meetings, demonstrating capability in audio and video conferencing technologies. Additionally, you will draft correspondence, reports, and forms, and assist with the development and administration of projects and procedures, including presentations to the Executive Committee and Board of Directors. In this role, you will act as an information resource on organizational policies and procedures, prioritize and execute special projects, and perform a variety of non-routine administrative tasks. You will manage effective office operations, gather and report on information relevant to projects, and serve as a liaison between functions, employees, candidates, and external stakeholders. Your ability to identify issues and use effective problem-solving techniques will be crucial, as will your capacity to work independently and anticipate the executive's needs. You will develop effective professional relationships with internal and external stakeholders, requiring a thorough understanding of external contacts to handle requests and provide timely responses.

Responsibilities

• Provide general administrative support including preparing communications, maintaining schedules, calendars, meeting and conference coordination, ordering supplies, travel coordination (domestic and international), and submitting expenses.
• Conduct travel research and advance planning, process visa applications and other travel documentation in a timely manner, and coordinate travel arrangements and accommodations, trip itineraries, and prepare expense reports.
• Monitor incoming emails and address or re-direct emails as appropriate.
• Maintain a calendar of Society Meetings and other ongoing commitments as well as respond to meeting requests in a timely manner.
• Provide administrative support for complex meetings, demonstrating capability in audio conferences, video conferences, and a mastery of other technology as needed.
• Draft brief correspondence of a routine nature, prepare and edit presentation materials for senior-level meetings, reports, and documents, sometimes with limited direction.
• Demonstrate effective cultural sensitivity in titles and names and superior usage of grammar, formatting and identifying errors.
• Assist with the development, implementation and administration of projects and procedures, including presentations to the Executive Committee, Board of Directors, Senior Leaders and key external stakeholders.
• Act as an information resource on organizational policies and procedures.
• Prioritize and execute special projects as needed.
• Perform a wide variety of non-routine administrative tasks and support special projects or assignments.
• Manage and oversee effective and efficient office management.
• Gather, compile and report on information relevant to projects/assignments.
• Serve as liaison between functions, employees, candidates and external stakeholders and organizations.
• Identify issues and use effective problem-solving techniques, tact and discretion in managing a variety of situations.
• Work independently, anticipating next steps, taking initiative, exercising discretion and sound judgment to ensure the executive is well-prepared for all elements of her daily and weekly schedule.
• Demonstrate learning agility and is able to pivot to accomplish tasks and assignments quickly.
• Develop effective professional relationships and partnerships with internal and external stakeholders.

Requirements

• High school diploma
• 10 years of administrative experience (Executive Assistant supporting high-level executives)

Nice-to-haves

• Bachelor's degree preferred
• 5+ years of executive-level administrative support
• Advanced proficiency in Microsoft Office Applications (Outlook, Word, Excel, PowerPoint, Teams)
• Experience with Zoom, WebEx, Video Conferencing, BOX, SharePoint or similar software
• Experience making travel arrangements, including international travel
• Experience with Workday
• Experience in healthcare/med device highly preferred; understanding of the medical landscape
• Previous Medtronic experience
• Global/ international experience
• Ability to learn quickly and navigate through complex, highly-matrixed environments
• Demonstrated complex problem-solving skills
• Flexible and agile in a constantly changing environment
• Exercises independent judgment and discretion
• Ability to interact effectively with senior level executives both internally and externally
• Strong teamwork and collaboration skills
• Ability to work well under pressure in a dynamic environment
• Good analytical and organizational skills
• Excellent customer service skills
• Ability to balance multiple time-sensitive tasks
• Exceptional attention to detail
• Excellent interpersonal and communication skills

Benefits

• Competitive Salary
• Flexible Benefits Package
• Short-term incentive called the Medtronic Incentive Plan (MIP)