Executive Assistant

1 day ago

Carlsbad, United States Orthofix Full time
Why Orthofix?

Guided by our organizational values - Take Ownership | Innovate Boldly | Win Together - we collaborate closely with world-class surgeons and other partners to improve people's quality of life. At Orthofix, we want team members who build relationships and share knowledge, challenge the status quo, and deliver results every day to help us achieve our vision to be the unrivaled partner in Med Tech.

Our global team of over 1,600 employees brings to market highly innovative, cost-effective, and user-friendly medical technologies that heal musculoskeletal pathologies for patients and the healthcare professionals who treat them. Looking to change people's lives? Look no further.

How you'll make a difference?

The Executive Assistant position will be responsible for day-to-day executive administrative support for one or Executive Leadership Team (ELT) members. This position enhances executive leader's effectiveness by providing time management and scheduling support, exercising good judgment, maintaining confidentiality of sensitive information, representing the executives to internal and external constituents, and operating independently within prescribed areas of responsibility.

What will your duties and responsibilities be?

The following are the essential functions of this position. This position may be responsible for performing additional duties as tasks as needed and assigned.
  • Complete a broad variety of administrative tasks for Global Spine President including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that are sometimes confidential; and arranging complex and detailed travel plans, itineraries, and agendas.
  • Provide ancillary administrative support to Spine and Biologics' Marketing teams.
  • Support Spine and Commercial related activities including meeting and travel arrangements, sourcing and compiling information from multiple departments to assemble requisite meeting materials for senior executives and maintaining excellent working relationships with ELT members and their assistants.
  • Mentor and develop other administrative support team members.
  • Prepare monthly/quarterly reports, presentations, BOD updates and other data proactively to support senior executives.
  • Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
  • Assist with tracking and budgeting capital and operating expenses and prepare purchase requisitions to support those expenses.
  • Plan, organize and implement events, such as meetings, business luncheons and dinners, including companywide events, employee team building activities, or other special events.
  • Create meeting timelines; prepare and distribute meeting notifications, correspondence, agendas, and materials, as well as subsequent updates or changes.
  • Conserve senior executives' time by reading, researching, and routing correspondence; drafting letters, presentations, and documents; collecting and analyzing information. Organize and manage To Do with follow-up activities to support senior executives.
  • Maintain customer confidence and protect operations by keeping information confidential.
  • Prepare monthly/quarterly executive reports and presentations as needed.
  • Develop and maintain various filing systems and record meeting discussions.
  • Welcome guests, customers, and employees by greeting them, in person or on the telephone; answering or directing inquiries.
  • Provide administrative support to other members of senior management, their direct reports, and others as needed.
  • Complete special projects as required.
What skills and experience will you need?

The requirements listed below are representative of the education, knowledge, skill and/or ability required for this position.

Education/Certifications:
  • High School Diploma
Experience, Skills, Knowledge and/or Abilities:
  • Minimum of 10 years relevant experience supporting senior level executives.
  • Detail oriented, highly organized and strong interpersonal skills with an ability to interact with all levels in the organization.
  • Strong computer skills.
  • Highly effective skills and experience in written and oral communication, scheduling, use of Microsoft Office Suite products (particularly PowerPoint), developing presentations, and coordinating travel logistics.
  • Experience and interest in internal and external communication and partnership development.
  • Must be proficient in Microsoft Office Suite of applications, Social Media web platforms, and have exceptional written and oral communication skills.
  • Must possess good organizational and follow-up skills.
  • Must be able to work across multiple locations/teams and seamlessly interface with other Executive Assistants and Administrative Assistants in daily execution of tasks.
  • Must be able to multi-task and be a self-starter.
  • High attention to detail with an emphasis on timely and accurate work products.
  • Must be able to maintain confidentiality.
  • Must possess good telephone manners and mature judgment.
  • Must be able to work overtime as needed.
What qualifications are preferred?

The education, knowledge, skills and/or abilities listed below are preferred qualifications in addition to the minimum qualifications stated above.

Education/Certifications:
  • Bachelor's degree highly preferred.
Additional Experience, Skills, Knowledge and/or Abilities:
  • Public company experiences preferred.
PHYSICAL REQUIREMENTS / ADVERSE WORKING CONDITIONS

The physical requirements listed in this section include, but are not limited, to the motor/physical abilities, skills, and/or demands required of the position in order to successfully undertake the essential duties and responsibilities of this position. In accordance with the Americans with Disabilities Act (ADA), reasonable accommodations may be made to allow qualified individuals with a disability to perform the essential functions and responsibilities of the position.
  • No additional physical requirements or essential functions for this position.

    The anticipated salary for this position for an employee who is located in California is $75,000 to $120,000 per year, plus bonus, based on performance, and benefits. The final pay offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and years of experience within the job, the type and years of experience within the industry, education, etc. The Company is a multi-state employer and this pay scale may not reflect the pay scale for an employee who works in other states or locations.


DISCLAIMER

The duties listed above are intended only as representation of the essential functions of this position. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change at the sole discretion of the employer. Nothing in this document alters an employee's at-will employment status.

We are committed to providing equal employment opportunities to all employees and applicants without regard to race (including traits historically associated with race, such as hair texture and protective hairstyles, including braids, locks, and twists), ethnicity, religion, religious creed (including religious dress and grooming practices), color, caste, sex (including childbirth, breast feeding, and related medical conditions), gender, gender identity or expression, sexual orientation, national origin, ancestry, citizenship status, uniform service member and veteran status, marital status, pregnancy, age (40 and over), protected medical condition (including cancer and genetic conditions), genetic information, disability (mental and physical), reproductive health decision-making, medical leave or other types of protected leave (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, or any other protected status in accordance with all applicable federal, state, and local laws.

This policy extends to all aspects of our employment practices including, but not limited to, recruiting, hiring, discipline, termination, promotions, transfers, compensation, benefits, training, leaves of absence, and other terms and conditions of employment.

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