Executive Administrative Assistant

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

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 physical demands described within the Responsibilities 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. For Office Roles: While performing the duties of this job, the employee is regularly required to be independently mobile. The employee is also required to interact with a computer, and communicate with peers and co-workers. Contact your manager, recruiter or local HR to understand the Work Conditions and Physical requirements that may be specific to each role. (ADA-United States of America)

Medtronic Benefits and Compensation

A commitment to our employees lives at the core of our values. We recognize their contributions. They share in the success they help to create. We offer a wide range of benefits, resources, and competitive compensation plans designed to support you at every career and life stage.

Learn more about our benefits here.

This position is eligible for a short-term incentive plan. Learn more about Annual Salary and Medtronic Incentive Plan (MIP) on Page 6 here.

The provided base salary range is used nationally in the United States (except in Puerto Rico and certain CA locations). The rate offered is compliant with federal/local regulations and may vary by location.