Principal Associate, Administrative Support Job

Job Summary

The Administrative Assistant provides advanced administrative support to the Vice President of Medical Interventional Solutions. This position serves as a trusted partner in managing schedules, coordinating meetings and events, arranging travel, and preparing reports and presentations, The role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities in a fast-paced environment. This individual must interact seamlessly across a broad range of other senior leaders and individuals.

Essential Job Duties and Responsibilities

* Prepares communications such as memos, emails, invoices, reports, and other correspondence and documents
* Maintains and coordinates Outlook calendars for the VP and designated leadership team members (as needed)
* Coordinates meetings (internally and externally), manages agendas, advance materials and mailings with attention to detail, editing and formatting
* Assists with regular communication and project needs of the VP including drafting presentations, word documents, and basic excel files
* Exercises sound judgement when handling sensitive, confidential, and proprietary information and interactions with executives, customers, and employees
* Supports logistics for leadership team meetings, including hotel reservations, transportation, catering, receptions and off-site meeting space as needed
* Prioritizes conflicting needs and handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
* Facilitates domestic and international travel arrangements for the VP and designated leadership team members (as needed)
* Processes and reconcile expense reports and reimbursements for the VP and designated leadership team members (as needed)
* Arranges meetings (town halls, department meetings, others as assigned) on behalf of the VP
* Manages departmental purchases using the corporate credit card and reconciles monthly statements in accordance with company policies
* Maintains organized filing systems (physical and digital) and ensures timely access, retrieval, storage and archiving of documents
* Maintains memberships, subscriptions, licenses, and services for the VP
* Develops and maintains efficient administrative processes and procedures
* Other duties as assigned

Education and Experience Requirements

Education:

* Associates degree or equivalent experience in an administrative or executive assistant role

Experience:

* Minimum of 3 years professional administrative assistant experience
* Advanced proficiency in Microsoft Office suite; Outlook, Teams, Word, Excel, and PowerPoint
* Proven professional written, verbal, and interpersonal communication skills
* Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

Preferred Skills and Abilities

* Excellent organizational and time management skills
* Strong detail orientation, dependable and able to handle multiple priorities with a high degree of flexibility
* Self-motivated with professional judgement and the ability to anticipate needs of VP and senior leadership teams
* Maintain professionalism with adaptability under all circumstances
* Proactive, self-driven problem solving skills

Working Conditions and Physical Demands

Office environment. Minimal travel required, usually locally, but could also include international, to assist with execution of board meetings and events. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions

Travel Required

Minimal <10%