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Executive Administrative Assistant

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Office Support
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19000F7S Requisition #
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Careers that Change Lives 

This Administrative Assistant III position will support the VP Customer Solutions, Diabetes and the General Manager (GM) and Sr. Director of Marketing in the Non-Intensive Diabetes Therapy (Type 2) organization. 

The Customer Solutions group is based in Northridge, CA and consists of Communications, Health Economics and Reimbursement, Digital Marketing and Customer Experience for the Diabetes Group Worldwide.  This role will function to assist the VP with calendar planning, operational rhythm, liaison with other groups and the overall operating efficiency of the Customer solutions group.  The Customer Solutions group is a disciplined owner helping to serve the patient, HCP and payer journeys as these journey’s move online.  The group is also leading the Value Based Health Care, Agile Marketing, Social and PR efforts for the business.

The NDT business unit is based in Plymouth, MN and is part of the Diabetes Group (based in Northridge, CA) We are committed to redefining care management for people at risk for Type 2, diagnosed with pre-diabetes and those who are struggling with a Type 2 diagnosis. This is a business with tremendous growth opportunities to serve the 425M patients around the world who have been impacted by diabetes.  Be part of a team that is building solutions for these patients! The GM currently also runs the Medtronic Care Management Services (MCMS) business unit and splits her time between the two Minneapolis-based facilities.  This role will serve as the site contact for Plymouth and will assist with all events for NDT staff that occur onsite or within the Twin Cities.  This role will also support the Sr. Director of Marketing to coordinate project work and to help the organization run efficiently.

The role will include independently performing diverse and complex administrative duties.  Daily activities may include interaction with high-level contacts and exposure to sensitive information requiring considerable use of tact, diplomacy, discretion, and judgement.

A Day in the Life

Responsibilities may include the following and other duties may be assigned:

VP Diabetes 
  • Provides general administrative support including preparing communications/emails and maintaining schedules for VP
  • Manages calendar and travel schedule, including set up of travel arrangements and department meetings.  Coordinates both domestic and international travel for GM and Sr. Director of Marketing.
  • Manages VP email, Workday and other MDT systems interactions
  • Participates in weekly stand up for Customer Solutions and others as requested.  
  • Prepares expense reports by obtaining necessary receipts for expenditures.
  • Monitors department budget and limit spending as required, review expense reports to ensure the correct cost center/WBS is used.
  • Performs various administrative duties including intranet/internet research, facilities coordination, onboarding new hires, ordering supplies and equipment, photocopying and scanning documents and distributing mail.
  • Manages departmental project brief submissions and approvals for medical education programs.
  • Manages contracts and SOWs with outside vendors to ensure appropriate legal review prior to initiating a PO.
  • Uses problem solving techniques, tact and discretion when handling phone calls, making travel arrangements, scheduling meetings and managing other requests for information.
  • Conducts special projects, volunteer events and employee recognition events as directed.
  • Interacts with peers, upper management and employees on a frequent basis.
NDT
  • Provides general administrative support including preparing communications/emails and maintaining schedules for management staff.
  • Performs normal office functions such as setting up and maintaining files, arranging meetings.
  • Participates in staff meetings, quarterly review meetings and others as requested.  Set up WebEx and take notes as requested.
  • Types/creates graphics presentations to be used for all employee meetings, quarterly business reviews and other meetings as requested. Collects and organizes information from employees to be used in all employee meeting presentations.
  • Coordinates both domestic and international travel for GM and Sr. Director of Marketing.
  • Prepares expense reports by obtaining necessary receipts for expenditures.
  • Monitors department budget and limit spending as required, review expense reports to ensure the correct cost center/WBS is used.
  • Maintains Sitebuilder site and annual calendar for our department and for the LT team.
  • Performs various administrative duties including intranet/internet research, facilities coordination, onboarding new hires, ordering supplies and equipment, photocopying and scanning documents and distributing mail.
  • Works in the eCATS system for gaining contract approvals with physicians.
  • Manages departmental project brief submissions and approvals for medical education programs.
  • Manages contracts and SOWs with outside vendors to ensure appropriate legal review prior to initiating a PO.
  • Follows up on purchase orders to ensure they are completed, and invoices paid appropriate.
  • Uses problem solving techniques, tact and discretion when handling phone calls, making travel arrangements, scheduling meetings and managing other requests for information.
  • Conducts special projects, volunteer events and employee recognition events as directed.
  • Interacts with peers, upper management and employees on a frequent basis.
Must Have: Minimum Requirements 
  • High School Degree or equivalent
  • Minimum of 4 years of experience
Nice to Have 
  • Support of large functions, 75+ people and leadership team of 10 or more
  • Prior support of Marketing function 
  • Prior experience as a project coordinator
  • Experience in administrative/support function at Medtronic
  • Professional Administrative Assistant Certification (i.e. IAAP, etc.)
  • Knowledge of Microsoft Office 365 Applications (especially Outlook, Word, Excel, PowerPoint) 
  • Demonstrated abilities to edit, enhance or consolidate PowerPoint decks
  • A self-starter who is passionate about continuous learning, attention to detail and quality improvement.
  • Seeks opportunities to make work easier for others.
  • Generates innovative ideas.
  • Able to collaborate across a matrix environment.
  • Influence management skills.<1%.
About Medtronic

Together, we can change healthcare worldwide. At Medtronic, we push the limits of what technology, therapies and services can do to help alleviate pain, restore health and extend life. We challenge ourselves and each other to make tomorrow better than yesterday. It is what makes this an exciting and rewarding place to be. 

We want to accelerate and advance our ability to create meaningful innovations - but we will only succeed with the right people on our team. Let’s work together to address universal healthcare needs and improve patients’ lives. Help us shape the future. 

Physical Job Requirements

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this position, but they are not an exhaustive list of all the required responsibilities and skills of this position. 

The physical demands described within the Day in the Life section of this job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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