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Office Support
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21000OMW Requisition #

Careers that Change Lives 

In this exciting role as an Executive Assistant, you will provide expert and proficient executive-level administrative support to the Senior Vice President, Chief Clinical/Regulatory Officer. Independently perform complex and diverse administrative duties while taking a proactive approach to anticipate and meet needs. Collaborate with colleagues at all levels, particularly with other executive assistants to ensure the needs of all leaders are met. Daily activities require cultural sensitivity when interacting with high-level contacts inside and outside the company. Candidate will have regular exposure to sensitive and confidential information requiring considerable use of tact, diplomacy, discretion and judgment.

Join a diverse team of innovators who bring their worldview, their unique backgrounds, and their individual life experiences to work every day. It’s no accident — we work hard to cultivate a workforce that reflects our patients and partners. We believe it’s the only way to drive healthcare forward and remain a global leader in medical technology and solutions. To learn more about Inclusion & Diversity at Medtronic Click Here

Location: Minnesota   (may consider remote locations; Massachusetts in particular)
Ability to travel as needed (10%). Some international travel may be required. 

A Day in the Life

Responsibilities may include the following and other duties may be assigned.

  • Provides administrative support including preparing communications, maintaining schedules, calendars, meeting and conference coordination, ordering supplies, travel coordination (domestic and international), and submitting expenses.
  • Domestic and International Travel Logistics: 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.  
  • Email Management: Monitor incoming emails and address or re-direct emails as appropriate.
  • Calendar Management and Coordination: Maintain a calendar of Board Meetings, Board Committee Meetings, Society Meetings, and other ongoing commitments as well as respond to meeting requests in a timely manner.
  • Provides administrative support for complex meetings, demonstrating capability in audio conferences, video conferences, and a mastery of other technology as needed. Plans, prepares and coordinates special meetings including agendas, meeting materials, logistics, action items, travel and catering.
  • Documents and Presentations: Draft brief correspondence of a routine nature, prepare and edit presentation materials for senior-level meetings, reports, and documents, sometimes with limited direction. 
  • Drafts correspondence, reports, and forms. Demonstrates effective cultural sensitivity in titles and names and superior usage of grammar, formatting and identifying errors.
  • Assists 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.  
  • Represents the SVP & Chief Clinical & Regulatory Officer in forums where they are not present, ensuring the professionalism, reputation and expectations of the function are upheld.
  • Acts as an information resource on organizational policies and procedures – leverages resourcefulness to gather and represent information.
  • Prioritizes and executes special projects as needed.
  • Performs a wide variety of non-routine administrative tasks and support special projects or assignment, this may include but is not limited to task/project management, sequencing and coordination of tasks/meetings/communications, managing stakeholder lists, etc.
  • Performs normal office functions such as setting up and maintaining files, arranging meetings and conferences.
  • Administers inter-department or inter-unit programs or processes.
  • Office Management: Manage and oversee effective and efficient office management.
  • Gathers, compiles and reports on information relevant to projects/assignments.
  • Serves as liaison between functions, employees, candidates and external stakeholders and organizations.
  • Identifies issues and uses effective problem-solving techniques, tact and discretion in managing a variety of situations. Independently identifies reasonable alternatives and recommends alternative approaches to executives/Sr VPs or others.
  • Use problem solving skills for process improvement in systems and processes.
  • Demonstrates effective highly professional, interpersonal skills in handling sensitive and confidential information in a variety of situations.  
  • Works 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.
  • Demonstrates learning agility and is able to pivot to accomplish tasks and assignments quickly. 
  • Develops effective professional relationships and partnerships with internal and external stakeholders and organizations.  A thorough understanding of external contacts is required to handle requests and provide comprehensive and timely response and service.

 

Must Have: Minimum Requirements
To be considered for this role, the minimum requirements must be evident on your resume.  
  • High school diploma
  • 10 years of administrative experience (e.g., Executive Assistant supporting high-level executives)

Nice to Have (Preferred Qualifications)

  • Bachelor’s degree preferred
  • 5+ years of executive-level administrative support
  • 10+ years of general administrative support experience
  • Project management experience/skills
  • Advanced proficiency in Microsoft Office Applications (Outlook, Word, Excel, PowerPoint), Internet
  • Experience with Zoom, WebEx, Microsoft Teams, Yammer, Video Conferencing, BOX, SharePoint or similar software
  • Experience making travel arrangements, including international travel
  • Experience with Workday
  • Experience in healthcare/medical 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
  • Experience interacting effectively with senior level executives both internally and externally
  • Ability to work well under pressure in a dynamic environment
  • Experience balancing multiple time-sensitive tasks in a deadline-driven environment
  • Strong analytical and organizational skills
  • Exceptional attention to detail
  • Strong teamwork and collaboration skills
  • Excellent customer service, interpersonal and communication skills

 

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