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Executive Administrative Assistant

2 months ago

Macquarie Park, Australia Medtronic Full time

Careers That Change Lives

At Medtronic, we're committed to cultivating a diverse and inclusive workforce that reflects our patients and partners. We believe that a diverse team is essential to driving healthcare forward and remaining a global leader in medical technology and solutions.

A Day In The Life

As an Executive Administrative Assistant, you will provide proactive support to three Directors, ensuring their days run smoothly. Your responsibilities will include coordinating team meetings, events, diary and travel management, and triaging their email inboxes. You will also have the opportunity to liaise with high-level internal and external contacts, handling sensitive information with tact, diplomacy, discretion, judgment, and confidentiality.

Position Responsibilities:

  • Provide administration and coordination support to three Business Directors, including diary management, email management, international and domestic travel, and expense management.
  • Organize Directors' travel and accommodation.
  • Coordinate team meetings, including venue/room bookings and coordination of all Conference Calls – Local / International.
  • Organize team events, including offsite meetings and conferences.
  • Event coordination of all business meetings, including Quarterly Business Reviews.
  • Process commercial invoices (Purchase Orders) through SAP.
  • Obtain and organize information to assist with presentations.
  • Assist in the preparation of presentation slides.
  • Provide input in drafting organizational announcements and speeches.
  • Maintain email distribution lists and organizational charts.
  • Collaborate with teams on initiatives and drive continuous process improvements.
  • Ensure confidentiality and security are maintained at all times for both physical documents and knowledge.

Must-Have:

  • 6 years' experience in a secretarial or administration role, for an executive (i.e., Country Director, Managing Director, etc) preferably within a commercial organization.
  • Demonstrated administration experience, including the support of Executives.
  • Advanced level of knowledge of MS Office suite software with strong multi-media presentation construction skills.

Good to Have:

  • Communication and Influence: Communicates with internal and external contacts. Obtains and provides information on matters of significant importance to the job area.
  • Have a high degree of autonomy and initiative.
  • Innovation and Complexity: Makes adjustments or recommends enhancements in systems and processes to solve problems or improve effectiveness of a job area.

Our Offer:

We recognize the personal worth of employees by providing an employment framework that allows personal satisfaction in work accomplished, security, advancement opportunity, and means to share in the company's success. Our employees have access to a range of benefits, including on-demand online health and wellness training resources, professional training and development, Employee Resource Groups, and various insurance benefits.