Executive Assistant

Job Title Executive Assistant Job Description Executive Assistant (Plymouth, MN) As the Executive Assistant for Image Guided Therapy, you will assist the Executive with all administrative, organizational, and operational matters. Your role: General executive support Create a positive and professional first impression to callers and to people in-person. Work with internal staff at all levels in a confidential manner. Monitor, prioritize, and distribute incoming communications as appropriate ensure executive routine deadlines such as Expense approvals, vacations approvals, compensation reviews, requisition approvals, etc. Collect and prepare information for use in discussions/meetings of executive staff and outside individuals. Prepare presentation materials for meetings. Edit internal presentations and communications and distribute as directed. Maintain current and accurate distribution lists for internal communications. Manage passport renewal and Visas for International travel. Project/Program Management Arrange and maintain hotel blocks for attendees coming to Minneapolis for large events. Lead planning and scheduling new hire interviews and onboarding process. Support customer visits, product fairs and executive visits. Execute P-card purchases and support P-card review. Order supplies / maintain supplies on hand. Manage purchasing & PO creation. Learn and navigate multiple IT systems/applications. Meeting and Schedule Management Manage/maintain complex and dynamic executive schedules, calendar, and appointments, providing guidance to both the executive and others on the best way to prioritize, manage and arrange time. Coordinate internal and external meetings and events, ensuring all multi-media tools, handouts, agenda’s, minutes and follow up items are arranged appropriately and in advance. Suggest items for routine meetings. Facilitate complex calendar of appointments, using strong time management skills, across several time zones and countries. Travel Coordinate travel (ground, air, hotel) and associated requirements involved with national and international travel. Manage expense reporting, both creation and approvals. Collaboration Collaborate with and back up fellow administrative assistants. Ensure positive relationships with executive leaders across the organization. You're the right fit if: 5 years’ experience as an Executive Assistant in a global fast-paced environment Medical device experience preferred, but not required. Advanced in Word, Excel, PowerPoint, and web tools Ability to deal with different time zones, currencies, work practices and schedules, and cultural differences. Able to prioritize multiple projects and job responsibilities with competing deadlines (organizational/time management skills) Able to perform a variety of job tasks simultaneously, and flexible to changing priorities and demands. Strong communications and interpersonal skills Must be able to work well with people from a variety of backgrounds and disciplines, e.g., technical, business, administration. Strong workload management and problem-solving skills, including short-range issues and long-term planning. About Philips We are a health technology company. We built our entire company around the belief that every human matters, and we won't stop until everybody everywhere has access to the quality healthcare that we all deserve. Do the work of your life to help improve the lives of others. Learn more about our business. Discover our rich and exciting history. Learn more about our purpose. Read more about our employee benefits. If you’re interested in this role and have many, but not all, of the experiences needed, we encourage you to apply. You may still be the right candidate for this or other opportunities at Philips. Learn more about our commitment to diversity and inclusion here. Additional Information US work authorization is a precondition of employment. The company will not consider candidates who require sponsorship for a work-authorized visa, now or in the future. Company relocation benefits will not be provided for this position. For this position, you must reside in or live within commuting distance to Plymouth, MN. #LI-PH1 Philips is an Equal Employment and Opportunity Employer/Disabled/Veteran and maintains a drug-free workplace. Embrace the unexpected Frederik and Gerard Philips started a small light bulb company in Eindhoven. Little did they realize that it would become a global force of innovation, committed to improving billions of lives worldwide. But it did. Today, Philips is a world leading health technology company with a vision to make life better for people worldwide through meaningful innovation. Making good on this promise depends on our passionate, inspirational, collaborative and diverse team. We have over 80,000 brilliant people around the world but are always looking for more. Like-minded, motivated, focused minds to join us in creating a healthier, more connected society while transforming themselves personally and professionally. Working at Philips is more than a job. It’s an experience filled with unexpected moments that will transform you in lasting and positive ways. Help us improve the world for the better while building a career that no one could have planned for. Even you. It is the policy of Philips to provide equal employment and advancement opportunities to all colleagues and applicants for employment without regard to race, color, ethnicity, religion, gender, pregnancy/childbirth, age, national origin, sexual orientation, gender identity or expression, disability or perceived disability, genetic information, citizenship, veteran or military status or a person’s relationship or association with a protected veteran, including spouses and other family members, marital or domestic partner status, or any other category protected by federal, state and/or local laws. As an equal opportunity employer, Philips is committed to a diverse workforce. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants that require accommodation in the job application process may contact 888-367-7223, option 5, for assistance. Equal Employment and Opportunity Employer/Disabled/Veteran EEO Is The Law and Supplement Poster | Pay Transparency Nondiscrimination Statement