Administrative assistant

Careers that Change Lives

Bring your administrative talents to an industry leader in medical technology and healthcare solutions we’re a market leader growing daily.

Medtronic employs more than 85,000 people worldwide, serving physicians, hospitals, and patients in approx. 160 countries.

The company is focused on collaborating with stakeholders worldwide to take healthcare Further Together. At Medtronic, we value what makes you unique.

Be part of a company that thinks differently to solve problems, make progress, and deliver meaningful innovation!

Medtronic’s Neuroscience Portfolio provides innovative, life-changing restorative therapies and services to meet the needs of people worldwide who suffer from a wide range of chronic medical conditions.

Our Neuroscience Portfolio includes the following Operating Units : Cranial & Spinal Technologies, Ear / Nose / Throat, Neuromodulation, Neurovascular, and Pelvic Health.

The preferred locations for the position are Irvine, CA, and optional Minneapolis, MN

A Day in the Life

Provide expert and proficient executive-level administrative support to the EVP and President of Neuroscience Portfolio.

Independently perform complex and diverse administrative duties while taking a proactive approach to anticipate and meet needs.

Collaborate with colleagues at all levels, particularly with other executive assistants, to ensure the needs of all leaders are met.

Daily activities require cultural sensitivity when interacting with high-level contacts inside and outside the company. The candidate will have regular exposure to sensitive and confidential information, requiring considerable use of tact, diplomacy, discretion, and judgment.

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

• Provides administrative support, including preparing communications, maintaining schedules and calendars, coordinating meetings and conferences, ordering supplies, coordinating travel (domestic and international), and submitting expenses.
• Domestic and International Travel Logistics : Conduct travel research and planning, process visa applications and other travel documentation promptly, coordinate travel arrangements and accommodations, trip itineraries, and prepare expense reports.
• Email Management : Monitor incoming emails and address or re-direct emails as appropriate.
• Calendar Management and Coordination : Maintain a calendar of board meetings, board committee meetings, society meetings, and other ongoing commitments, and respond to meeting requests promptly.
• Provides administrative support for complex meetings, demonstrating capability in audio and video conferences and mastering other technology as needed.

Plans, prepares, and coordinates special meetings, including agendas, meeting materials, logistics, action items, travel, and catering.

• Documents and Presentations : Draft brief correspondence of a routine nature and prepare and edit presentation materials for senior-level meetings, reports, and documents, sometimes with limited direction.
• Acts as an information resource on organizational policies and procedures leverages resourcefulness to gather and represent information.
• Prioritizes and executes special projects as needed.
• Performs a wide variety of non-routine administrative tasks and supports special projects or assignments; this may include but is not limited to task / project management, sequencing and coordination of tasks / meetings / communications, managing stakeholder lists, etc.
• Performs normal office functions such as setting up and maintaining files and arranging meetings and conferences.
• Administers inter-department or inter-unit programs or processes.
• Office Management : Manage and oversee effective and efficient office management.
• Gathers, compiles, and reports on information relevant to projects / assignments.
• Serves as liaison between functions, employees, candidates, external stakeholders, and organizations.
• Identifies issues and uses effective problem-solving techniques, tact, and discretion in various situations. Independently identifies reasonable alternatives and recommends alternative approaches to executives / Sr VPs or others.
• Use problem-solving skills for system improvement.
• Demonstrates effective highly professional, interpersonal skills in handling sensitive and confidential information.
• Works independently, anticipating next steps, taking the initiative, exercising discretion, and sound judgment to ensure the executive is well-prepared for all elements of her daily and weekly schedule.
• Demonstrates learning agility and can pivot to accomplish tasks and assignments quickly.
• Develops effective professional relationships and partnerships with internal and external stakeholders and organizations.

A thorough understanding of external contacts is required to handle requests and provide comprehensive and timely response and service.

The above statements describe the general nature and level of work employees are assigned to this position. Still, there is no exhaustive list of all the required responsibilities and skills for this position.

We seek out and hire a diverse workforce at every level : We need fresh ideas and inclusive insights to continue to be an innovative industry leader that’s why we make it a point to seek out, attract, and develop employees who are patient-centric, passionate, and who represent the same wide variety of life experiences as our patients.

To learn more about Inclusion & Diversity at Medtronic,

Must Have : Minimum Requirements

• 10 years administrative support experience
• High school education or GED

Nice to Have

• Bachelor’s degree preferred
• 5 years of executive-level administrative support
• 10 years of general administrative support experience
• Project management experience / skills
• Advanced proficiency in Microsoft Office Applications (Outlook, Word, Excel, PowerPoint), Internet
• Experience with Zoom, WebEx, Microsoft Teams, Yammer, Video Conferencing, BOX, SharePoint or similar software
• Experience making travel arrangements, including international travel
• Experience with Workday
• Experience in healthcare / medical device highly preferred; understanding of the medical landscape
• Previous Medtronic experience
• Global / international experience
• Ability to learn quickly and navigate through complex, highly-matrixed environments
• Demonstrated complex problem-solving skills
• Flexible and agile in a constantly changing environment
• Exercises independent judgment and discretion
• Experience interacting effectively with senior level executives both internally and externally
• Ability to work well under pressure in a dynamic environment
• Experience balancing multiple time-sensitive tasks in a deadline-driven environment
• Strong analytical and organizational skills
• Exceptional attention to detail
• Strong teamwork and collaboration skills
• Excellent customer service, interpersonal and communication skills

Physical Job Requirements

The physical demands described within the Responsibilities 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.

For Office Roles : While performing the duties of this job, the employee is regularly required to be independently mobile.

The employee is also required to interact with a computer and communicate with peers and co-workers. Contact your manager or local HR to understand the Work Conditions and Physical requirements that may be specific to each role.

ADA-United States of America).

Must have the ability to travel domestically less than 10% of the time.

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.

A commitment to our employees lives at the core of our values. We recognize their contributions. They share in the success they help to create.

We offer a wide range of benefits, resources, and competitive compensation plans designed to support you at every career and life stage.

Learn more about our benefits .

This position is eligible for a short-term incentive plan. Learn more about Medtronic Incentive Plan (MIP) .

The base salary range is applicable across the United States, excluding Puerto Rico and specific locations in California.

The offered rate complies with federal and local regulations and may vary based on factors such as experience, certification / education, market conditions, and location.

Compensation and benefits information pertains solely to candidates hired within the United States (local market compensation and benefits will apply for others).

Last updated : 2024-05-30