Executive Administrative Assistant - AST Global Marketing

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