Executive Administrative Assistant

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Reporting directly to the Global Head of Government Affairs of Siemens Healthineers, the Executive Assistant provides executive support in a one-on-one working relationship.

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Global Government Affairs office.

Responsibilities:

• Schedule complex appointments and meetings ensuring calendar availability across global time zones.

• Coordinate and establish all travel arrangements (domestic and international); reconcile travel and expense reports, including cash and credit card purchases.

• Apply for all visas needed for international travel and ensure all travel requirements are current including vaccination and other border entry requirements.

• Monitor Email, answer, screen, and place phone calls on behalf of the Executive.

• Monitor all information flow, including maintaining paper and electronic files, data entry and retrievable from electronic sources. Organize and maintain share drives and/or Microsoft Teams sites to assure efficiency and coordination of data.

• Prepares, composes and edits most complex memos, documents and other correspondence.

• Prepare confidential reports by gathering and summarizing data. Summarize and prioritize issues for senior management action.

• Plan and support international events with attendees from many countries including support visa letters and travel arrangements for major customers and/or partner staff and handle internal SpoDOM process for compliance approval.

• Attend corporate events to help facilitate local meetings and provide administrative support.

• Collaborate with other Executive Administrative support on scheduling and calendar coordination.

• Maintain one to one meeting schedule list and update as requested.

• Participate as needed in special department projects.

• Draft and send communications with local or global legislatures, government agencies, and regional/national industry associations.

• Prepare administrative aspects of political briefings for internal Top Management. (ex:  compile documents into briefing book for major events such as UNGA).

• May liaise with offices of authorities of global officials regarding scheduling and administrative topics.

Knowledge/Skills, Education, and Experience:

• Minimum of 8 years of successful experience in Executive support capacity.

• Computer proficiency including MS Office, SRM (Order Management), Concur (Expenses), EZ-AP (Invoices), SpoDOM.

• Strong verbal and written communications skills.

• Strong time management and organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Exceptional interpersonal skills and the ability to build relationships with stakeholders.

• Strong problem solving and planning skills.

• Interest to research and build knowledge about global communications, customs and protocols in order to ensure Executive is well briefed for international events.

• Ability to work flexible hours as needed.

• Knowledge of standard office practice and procedures sufficient to be able to process various types of paperwork associated with office support duties.

Education:

• Associate or bachelor's degree or 1-2 years of vocation/technical trainingate’s degree required.

• Specialized skill training/certification may be required.

Who we are: We are a team of more than 72,000 highly dedicated Healthineers in more than 70 countries. As a leader in medical technology, we constantly push the boundaries to create better outcomes and experiences for patients, no matter where they l