POSITION RESPONSIBILITIES

Administrative Support:

Provide administrative support in all areas of the Manager’s work activities, including but not limited to; managing calendar via Outlook, travel logistics coordination, expense reporting management, purchase orders, interfacing with multiple business functions and leadership to ensure administrative needs are met. Details of activities include:

• Responsible for managing daily schedule for manager. Also coordinating meetings with internal & external parties.
• Process and track expense reports, purchase orders, check requests, reports, etc. and follow-up with the necessary departments to ensure completion. 
• Coordinate manager travel arrangements while handling visa requirements, time zones, meeting schedules.Utilize travel program (AMEX) to facilitate travel arrangements. Also, may include coordinating complex meeting agendas with internal & external parties.
• Proactively manage manager calendar via Outlook
• Process all travel related expenses in a timely manner.
• Ensure that all pending matters are referred to appropriate management levels and follow-up as needed.
• Track deadlines in coordination with Manager to ensure that all deadlines are met in a timely fashion.
• Provide meeting coordination and support for large and small meetings; may include Live Meeting, Video-conferencing, calls, by scheduling meetings and ensures the room reservation/equipment/food orders are set up and begins (dials-in) the teleconferences, video conferences, Teams/Live Meetings to get the meeting started.
• Follow all work procedures to ensure quality, compliance and high quality of work.
• Interacts professionally with peers, upper management, vendors, clients and customers on a frequent basis; establish and maintain harmonious working relationships with superiors, co-workers, customers and suppliers.
• Process and track all company forms (expense reports, invoices, purchase orders, check requests, etc.)
• Maintain facility requests for Service & Repair cube space.
• Follows policies and procedures set by Medtronic.
• Reviews, processes and ensures payments for designated supplier, vendors or contractors are issued and delivered as directed. PO Requests & P-card orders.
• Support team with shipping and receiving as needed
• Works under minimal supervision while carrying out independent responsibilities.
• Coordinates multiple organizational charts and distribution lists to ensure accuracy.

BASIC QUALIFICATIONS

EDUCATION REQUIRED

• GED, HS Diploma, Secretarial certification or related field. 

YEARS OF EXPERIENCE REQUIRED

• 3 years related experience 

SKILLS REQUIRED

Strong proficiency in MS Office, including PowerPoint, Excel, Word and Outlook • Must be customer service oriented with strong interpersonal skills 
• Excellent organizational skills and demonstrated ability to handle multiple tasks accurately and efficiently 
• Prior experience in fast-paced office with multiple priorities. 
• Responsive, action-oriented and innovative problem solver 
• Good computer skills to include working knowledge of MS Word, Outlook, Excel, and PowerPoint 
• Great attention to detail 
• Flexibility and ability to adapt to change 
• Professional étiquette (telephone, correspondence, email, and in person) 
• Achievement-oriented and demonstrated ability to self-start projects and/or tasks

 PREFERRED QUALIFICATIONS

•Associate or bachelor’s degree in administration or related field • Certified Administrative Professional (CAP) • Prior experience in with companies in the medical industry or similar regulated industry