Executive Assistant & Marketing Operations Coordinator

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We are seeking to hire an Executive Assistant & Marketing Operations Coordinator. This position combines two closely connected roles, Executive Assistant and Marketing Assistant, supporting the Vice President, Global Marketing & Sales and the broader Marketing and Sales organization. The successful candidate will be a highly organized, service-oriented professional who thrives in a fast-paced environment, demonstrates exceptional judgment and discretion, and serves as a highly trusted partner to senior leadership.

This role requires the ability to independently own marketing operations, purchasing workflows, and event execution while delivering outstanding internal and external customer service. The position is based at our Hoffman Estates, IL headquarters and demands strong interpersonal skills, attention to detail, and the ability to manage multiple priorities with confidence.

You are responsible for:

Executive Assistant Responsibilities

• Providing high-level administrative support to the Vice President, Global Marketing & Sales

• Managing calendars, scheduling meetings, coordinating travel arrangements, and preparing expense reports

• Handling highly confidential and time-sensitive information with professionalism and discretion

• Coordinating meetings, including reserving conference rooms and equipment and arranging catering

• Supporting customer meeting coordination and logistics

• Tracking approvals, signatures, and follow-ups on open items and action plans

• Maintaining departmental organizational charts

• Serving as a point of contact for facilities and IT helpdesk requests

• Assisting with preparing and editing presentations and other executive materials

• Supporting interview scheduling and new hire onboarding

• Coordinating special projects and departmental initiatives as needed

• Acting as a resource for organizational policies and procedures

Marketing Assistant Responsibilities

• Supporting marketing and sales operations through purchasing and vendor management activities

• Managing the internal purchasing process, from initial approvals through invoice payment

• Creating and maintaining vendor accounts

• Managing marketing collateral and internal marketing systems and tools (e.g., MSC tools)

• Supporting and participating in trade shows, internal events, and customer meetings (e.g., SNMMI, RSNA)

• Providing onsite support for trade shows and events as required

• Coordinating customer meetings at the Hoffman Estates site, including room reservations, equipment, catering, and transportation

• Assisting with onboarding and internal training for processes, procedures, tools, and platforms

• Serving as a compliance and policy resource for the marketing department

Minimum Qualifications:

• Associate’s degree required; Bachelor’s degree preferred

• Minimum of 5 years of Executive Assistant or comparable administrative experience supporting senior-level leaders

• Ability to thrive in a fast-paced, dynamic environment while managing multiple priorities with minimal supervision

• Strong organizational, time-management, and prioritization skills with exceptional attention to detail

• Proven ability to interface professionally and effectively with employees and stakeholders at all levels, including external customers

• Advanced proficiency in Microsoft Office tools, including Outlook, Word, Excel, PowerPoint, and MS Teams, with experience in calendar management and expense reporting

• Experience using expense reporting tools and supporting administrative or operational workflows

• Willingness and aptitude to quickly learn new tools and platforms and become a subject-matter expert or superuser

• Professional, respectful, and diplomatic communication style, both written and verbal

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 constant