Senior Administrative Assistant

Position Summary

Within the Anesthesia and Emergency Medicine (AEM) Business Unit, this Senior Administrative Assistant role provides administrative support for leaders of the Marketing, Sales and Human Resources functions.  The role reports directly to the VP of Marketing, supporting the broader Marketing team as needed.  Core responsibilities for these dynamic teams are captured below.  Interface with marketing team members and field sales management is routine, with ongoing occasional interaction with field sales reps.  This position will also coordinates closely with the Executive Assistant to the AEM BU President, as well as the Senior Administrative Assistant for the Vice President of Research & Development.  

Principal Responsibilities

•    Maintain calendars and coordinate meetings, webinars, and conference calls.  Prepare agendas, publish minutes, and prioritize schedules as necessary.  Seek/find/control meeting and lodging space for key meetings as necessary.
•    Develop and process presentations, letters, documents, spreadsheets, charts, and reports using Microsoft Office software.
•    Prepare, process, and complete expense reports for assigned direct staff through the expense reporting system.
•    Arrange domestic and international business travel, including necessary reservations and supporting critical international documentation supporting such. Schedule and make arrangements for meetings, in-house and offsite.
•    Maintain existing and create new files, contact lists, itineraries, and mailings as needed.
•    Monitor deadlines and track progress toward task completion, communicating with management as appropriate.
•    Load sales product and literature samples in “motherlode” bags, including other materials as needed for new hires.
•    Complete other duties as assigned.
 

Education / Experience Requirements

•    A high school diploma and direct relevant prior administrative support of senior leadership positions or executive staff is a must, with an expectation of 6-8 years of experience minimum.  A bachelor’s degree or equivalent combination of education and experience with 4-6 years of administrative experience would be a plus.

Specialized Skills / Other Requirements

•    Proficiency/expertise in Microsoft Office suite, including Word, Excel, Outlook, and PowerPoint.
•    This role will also interface with Marketing team members outside the US (Ireland and England), so global cultural sensitivity is a must.  Prior experience booking international and domestic travel is also a must.
•    Excellent oral and written communication skills
•    Excellent organizational skills
•    High attention to detail
•    Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  
•    Word Processing, PowerPoint presentations, spreadsheets, copying and transcription 
•    Problem Solving - Identifies and resolves problems in a timely manner; Develops alternative solutions; Works well in group problem solving situations.
•    Customer Service - Responds promptly to customer needs; Responds to requests for service and assistance.
•    Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Participates in meetings.
•    Written Communication - Writes clearly and informatively; Edits work for spelling and grammar.
•    Teamwork - Balances team and individual responsibilities; Gives and welcomes feedback; Supports everyone's efforts to succeed.
•    Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values.
•    Professionalism - Reacts well under pressure; Treats others with respect and consideration regardless of their status or position.
•    Adaptability - Able to deal with frequent change, delays, or unexpected events.
•    Attendance/Punctuality - Is consistently at work and on time.
•    Dependability - Follows instructions, responds to management direction.
•    Initiative - Volunteers readily; Takes independent actions and calculated risks; Asks for and offers help when needed.
•    Innovation - Generates suggestions for improving work.

Travel Required:  Limited.  May require travel for senior staff off-site meetings, regional marketing or sales meetings, etc.

#LI-GL1