Administrative assistant

POSITION DESCRIPTION

• The Administrative Assistant III will support the function leader(s) and manage all administrative duties in line with the business.
• The person in this role will independently perform complex and diverse administrative duties and will interface with business leadership and other high-level contacts both within and outside Medtronic.
• This position requires to work on-site minimum 3 days per week.

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.

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

Must Have : Minimum Requirements

Minimum of 4 years of relevant experience

Nice to Have

Last updated : 2024-06-25