MAIN PURPOSE OF JOB
First point of contact for 3/4 CEMA Business/Function Unit Directors. Pro-actively analyses and performs complex and diverse administrative tasks that are closely related to the role and responsibilities of BU Directors. Independently performs complex and diverse administrative duties. Daily activities may include interaction with high-level contacts and exposure to sensitive information requiring considerable use of tact, diplomacy, discretion and judgment.
MAIN JOB DUTIES/RESPONSIBILITIES
Arranging travel and accommodation for Business Unit Directors.
Uses problem solving techniques, tact and discretion when handling telephone calls, making travel arrangements, scheduling meetings and managing other requests for information.
Welcoming and looking after designated Business visitors;
Organizing and maintaining diary and making appointments for the Directors of the business unit.
Manage budget monitoring, analyze and signal anomalies, handling expenses;
Dealing with correspondence and writing letters; Types and proofreads correspondence, reports, and forms; corrects grammar and formatting errors; drafts brief correspondence of a routine nature.
Producing documents, briefing papers, reports and presentations;
Organizing meetings and ensuring the Business Unit Directors are well-prepared for meetings; this may include overall arrangement and scheduling of meetings, preparing agenda, catering menus, room and equipment set up.
Anticipation and pre-planning where necessary. Spontaneous adjustments to travel, meetings or other requirements of the Business Unit Directors.
Liaising with clients, suppliers and other staff;
Devising and maintaining office systems to deal efficiently with paper flow;
Organizing and storing paperwork, documents and computer-based information;
Work closely with other Business Unit Coordinators across the globe including the US, Europe liaising and collaborating on projects as and when required.
Maintain and record documents to include but not limited to visa applications, travel document preparation etc for BU Directors.
Covering other Business Unit Directors during busy periods, vacation and sickness of members of the Business Support Team.
Vendor payments and processing
KNOWLEDGE / EDUCATION
High School diploma or equivalent
Knowledge of Microsoft Office Applications (Word, Excel, Access, PowerPoint)
5 years of administrative experience and training
Electronic meeting/calendar coordination
Budget/cost center management
Advanced communication skills (written & verbal)
Telephone techniques and etiquette
Professional presentation techniques
Strong computer skills PowerPoint, Excel, Word and HR Information System.
Excellent written and oral communication skills.
Excellent organizational skills; attention to detail, ability to plan and prioritize;
The ability to work on own initiative and to tight deadlines;
An understanding of confidentiality issues and the use of discretion.
Honesty and reliability;
Ability to multi task.
Organized, efficient, process oriented
Works well under pressure in a dynamic environment
Tactful, exercises independent judgment and discretion
Highly flexible, able to handle multiple tasks and priorities
Independent and able to take initiatives
Problem solving skills
High level of confidentiality
Rigorous, precise and follow-up capabilities
Proven evidence of Medtronic Core Traits:
o Mission Values
o Compliance and Integrity
o External Focus
o Clear Thinking
o Driven to Win
o Inspires Others