Executive Administrative Assistant - Irvine, CA (Onsite) at Medtronic in Irvine, California

Job Description:

Careers that Change Lives

Medtronic Neurovascular (NV) products have touched the lives of 296,000 patients in FY2023. Neurovascular (NV) is one of the Operating Units within the Neuroscience portfolio at Medtronic. In Neurovascular, we continuously innovate to provide meaningful tools and technologies to do more for stroke patients. Our comprehensive portfolio provides Neurovascular solutions that advance and enhance care. In addition, we continuously pursue strategic partnerships that round out the continuum of care, giving patients the holistic care they deserve through our innovative, integrated solutions. We work with interventional neuroradiologists, neurologists and other stakeholders to optimize stroke treatment. We have the largest portfolio of products for both hemorrhagic and ischemic stroke on the market, which allows us to offer total solutions to our customers.

We are hiring an experienced Executive Administrative Assistant to support the President of Neurovascular; as well as the VP, Strategy, Business Development and Region Led Markets. In this role, you will be required to work independently and perform complex administrative duties, collaborating across multiple areas within the company.

The position requires that you can critically think and make decisions independently with limited direction. You must be flexible and have a high EQ to manage your daily workload. You will work with a high level of confidential information critical to the business and must always ensure data integrity. It will be important to be able to work across multiple functions and take the initiative to ensure the needs of internal and external stakeholders are met. This role will include interactions with high-level contacts, both internally and externally, and exposure to sensitive information requiring tact, diplomacy, discretion, and judgment.

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
• Work with global geographic regions, and internal and external stakeholders. Demonstrate effective interpersonal skills in handling sensitive and confidential information in a variety of situations
• Identify issues and use effective problem-solving techniques, tact, and discretion in managing a variety of situations. Independently identify reasonable alternatives and recommend alternative approaches to the President and others
• Provide administrative support for complex meetings, demonstrating capability in audio conferences, video conferences, and a mastery of other technology as needed. Plan, prepare, and coordinate special meetings including agendas, meeting materials, logistics, action items, travel, and catering
• Maintains confidential records, files, organizational charts, and email distribution lists
• Administers inter-department or inter-unit programs or processes
• Project/program organization and management
• Office Management: Manage and oversee effective and efficient office management
• 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 can 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
• Acts as an information resource on organizational policies and procedures
• Administers inter-department or inter-unit programs or processes
• Manage and oversee effective and efficient office management
• Leads and coordinates special projects as directed
• Draft correspondence, reports, and forms. Demonstrate effective cultural sensitivity in titles and names. Superior usage of grammar, formatting, and identifying errors is also very important
• Assist with the development, implementation, and administration of projects and procedures, including presentations to the Senior Leaders, and key stakeholders
• Act as liaison with other Administrative Assistants to share information and develop policies and procedures
• Ability to travel as needed (<5>

Must Have: Minimum Requirements

• High School Diploma or GED with 6+ years of administrative support.

Nice to Have

• Bachelor's degree preferred
• Experience with Microsoft Office Applications, Word, PowerPoint, and Excel
• Experience with Workday
• Strong communication skills (verbal and written)
• Experience with electronic meeting coordination (video conference, phone, and live-online)
• Experience with calendar and travel planning
• Strong attention to detail, accuracy, and confidentiality
• Anticipates well and is planful/predictive
• Works well under pressure in a dynamic environment; can flex to meet changing needs
• Tactful, exercises independent judgment and discretion - professional demeanor. Manages confidential information
• Strong results orientation and bias for action, including a high degree of initiative and self-motivation in identifying and satisfying unmet needs
• Demonstrated ability and success working with minimal supervision, including flexibility to change priorities in a proactive and self-motivated manner