Executive Assistant

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Organizes office administration, in support of an assigned Executive, Head or Manager.

Executive Business Partner

Location: Palo Alto, California 
Reports To: ROS Administration Manager/Deputy Chief of Staff, ROS 
Function: Marketing & Sales

Job Summary:

We are seeking a dynamic and highly skilled Executive Assistant/Business Partner to work closely with the VP of Marketing and Sales (M&S) at Varian, ensuring the efficiency and alignment of strategic priorities across the M&S organization. This internally facing role is critical to maximizing operational effectiveness and fostering connectivity within the M&S Leadership Team. The ideal candidate will demonstrate exceptional strategic thinking, executive presence, and communication skills while adeptly managing complex projects and high-pressure situations.

Key Responsibilities:

Administrative Support

• Manage calendar effectively

• Coordinate all travel arrangements for smooth and efficient travel

• Prepare and submit all expense reports in a timely manner

• Respond and resolve all internal requests promptly and efficiently

Strategic Alignment & Priority Management

• Collaborate with senior leadership to organize and align strategic priorities.

• Identify and manage critical issues that require the VP’s attention and have organizational impact.

• Shape agendas by understanding key priorities and initiatives across the M&S organization.

Executive Communication

• Oversee the VP’s communication strategy with senior managers, ensuring consistent and impactful messaging.

• Develop and refine high-volume communication processes, including drafting and collaborating with corporate resources.

• Represent the VP within the internal M&S organization and the greater Varian organization, communicating key priorities, decisions, and action items.

Organizational Efficiency

• Ensure integration processes such as leadership offsites, strategic planning sessions, business reviews, and portfolio-related meetings run seamlessly.

• Support strategic planning efforts by providing connectivity between the VP and senior management.

• Push the VP agenda forward, tracking priorities and determining when to say "No" to ensure optimized focus.

Project Management & Special Initiatives

• Own or identify areas for special projects on behalf of the VP and senior leadership.

• Lead large, complex projects with tight deadlines, ensuring timely delivery and measurable outcomes.

Qualifications:

Education

• Bachelor’s degree in Business Administration, Marketing, Communications, Business Management, or Finance

Business Operations

• Broad understanding of product management concepts, including product lifecycle management, risk management, stakeholder management, and performance tracking.

• Fundamental understanding of P&L statements and ability to evaluate ROI to support sound resource allocation decisions within M&S.

Leadership & Communication Skills

• Executive presence with the ability to communicate and influence effectively at all levels of the organization.

• High-level interpersonal skills, including listening, tact, diplomacy, negotiation, and emotional intelligence.

• Experience representing senior leaders in internal forums.

Strategic Thinking & Problem Solving

• Ability to think strategically while navigating complex organizational dynamics.

• Strong decision-making and judgment capabilities under tight and shifting deadlines.

Project Management Expertise

• Proven ability to manage large, complex projects with cross-functional impact.

• Demonstrated capability in prioritizing and executing multiple initiatives simultaneously.

Relationship Building

• Strong relationship and