Administrative Assistant

This is where you save and sustain lives

At Baxter, we are deeply connected by our mission. No matter your role at Baxter, your work makes a positive impact on people around the world. You’ll feel a sense of purpose throughout the organization, as we know our work improves outcomes for millions of patients.

Baxter’s products and therapies are found in almost every hospital worldwide, in clinics and in the home. For over 85 years, we have pioneered significant medical innovations that transform healthcare.

Together, we create a place where we are happy, successful and inspire each other. This is where you can do your best work.

Join us at the intersection of saving and sustaining lives— where your purpose accelerates our mission.

Your role at Baxter

Baxter/Hillrom is a leading worldwide manufacturer and provider of medical technologies and related services for the health care industry, including patient support systems, safe mobility and handling solutions, non-invasive therapeutic products for a variety of acute and chronic medical conditions, medical equipment rentals, surgical products and information technology solutions. Baxter/Hillrom's comprehensive product and service offerings are used by health care providers across the health care continuum and around the world in hospitals, extended care facilities and home care settings to improve the safety and quality of patient care.

Your team

The Administrative Assistant for our Respiratory Care division is responsible to provide a wide range of administrative support and executive assistance to the Executive business leadership team and St. Paul Facility. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced corporate environment. Responsible for creating and maintaining exceptional customer value, employee value, and shareholder value in an environment that is demanding and ever-changing. This will include and not limited to a variety of other projects and activities supporting executive team members.

What you'll be doing

• Screening calls, managing calendars in Outlook, expense management in Concur, correspondence, scheduling travel, and other scheduled communication of assigned leaders.
• Provide administrative support for local and corporate initiatives at the facility, including maintenance and effective interface/communications with corporate executive administrative staff.
• Communicate between executives and customer executives to coordinate meetings and calendars.
• Lead and prioritize various special projects from inception through completion.
• Provide administrative support for any internal or external events as requested such as client visits, carrier lunches, department meetings, sales meetings, and vendor presentations.
• Provide support and expertise on Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Handle all Marketing SOWs, invoices, creating POs in Ariba Guided Buying portal, and setting up supplier requests in Ariba Spend Management portal as needed.
• Provide support and expertise in the invoicing process and working with A/P.
• Handle regional sales tradeshow sponsorships and charitable donations, manage contracts and payments for Speakers Bureau program, Ad boards, position consultants, and maintain a compliance tracking tool for Sunshine Reporting Act.
• Run the sales new hire onboarding process including welcome packets, orientation binders, I/T equipment ordering, RH sales directory, and sales termination and transfer process.
• Support other commercial activities such as sales training events, customized clinic prescription pads, ad promo document proofreading, national tradeshow coordinating, and marketing budget tracking.
• Serve as part of front desk administrative back-up team as needed.
• Perform other similar or related administrative support duties.

What you'll bring

• High school diploma is required; Associate’s or bachelor’s degree in Business, Marketing or similar is highly desirable
• 3 years administrative assistant experience for executive leadership for a global company is required
• Outstanding written, verbal and interpersonal communications and presentation skills
• Excellent organizational skills and strong detail orientation
• Project experience preferred
• Experience interacting with a geographically dispersed team
• Ideal candidate will have a can-do attitude, take charge mentality, demonstrate flexibility
• Experience using Concur for travel and expense report reconciliation highly preferred
• Demonstrate a professional demeanor with strong interpersonal and problem-solving skills

#LI-DF

The successful candidate for this job may be required to verify that he or she has been vaccinated against COVID-19, subject to reasonable accommodations for individuals with medical conditions or religious beliefs that prevent vaccination, and in accordance with applicable law.

Reasonable Accommodations

Baxter is committed to working with and providing reasonable accommodations to individuals with disabilities globally. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application or interview process, please click on the link here and let us know the nature of your request along with your contact information.

Recruitment Fraud Notice

Baxter has discovered incidents of employment scams, where fraudulent parties pose as Baxter employees, recruiters, or other agents, and engage with online job seekers in an attempt to steal personal and/or financial information. To learn how you can protect yourself, review our Recruitment Fraud Notice.