Administrative Assistant II, CRHF

Position Description

Represents the office to internal and external constituencies of Medtronic and provides administrative support to the Director and select additional team members. This includes a full range of administrative and programmatic duties, and requires the ability to handle a broad range of items on a proactive, professional and discreet basis.

Position Responsibilities

Executive Support:

* Provide administrative support in all areas of the Director's work activities, including but not limited to; managing calendar via Outlook, travel logistics coordination, managing & distributing team related communications, interfacing with multiple business functions and leadership to ensure administrative needs are met. Details of activities include:

Responsible for managing daily schedule for Director. Also coordinating meetings with internal & external parties.

May also manage schedule of select team members as necessary.

Handle incoming and outgoing correspondence for Director & select team members as directed including composition and disposition of letters and memos as requested, both in English and Spanish, preparing confidential documents, proofreading and ensuring correct grammar. Maintain efficient phone coverage. Maintaining total confidentiality in all matters of correspondence, telephone messages and personal conversations.

Act as liaison between the Director's office, staff and all inter-company departments across the business unit and the LatAm Region.

Provide meeting support, including responsibility for meeting minutes, action items and follow up, meeting logistics coordination and "live" in meeting support.

Coordinate events and activities as needed. Manage all aspects of the event including but not limited to; venue selection, budget management, and vendor contracts.

Create/Support presentations for a variety of purposes, including graphics and complex editing.

Responsible for managing deadlines and communications to the team and assign appropriate roles in project scenarios.

Coordinate travel arrangements for Director & select team members. Including managing travel documentation needs, transportation logistics, and hotel reservation. Also may include coordinating complex meeting agendas with internal & external parties.

Interacts professionally with peers, upper management, vendors, clients and customers on a frequent basis; establish and maintain harmonious working relationships with superiors, co-workers, customers and suppliers.

Maintain high level business etiquette in receiving visitors

Process and track all company forms (expense reports,invoices, purchase orders, check requests, EIRs, etc.)

* Maintain necessary files in support of department's activities.

* Coordinate and maintain effective office procedures and efficient work flow.

* Implements and enforces policies and procedures set by management and in line with Company policies.

* Reviews, processes and ensures payments for designated supplier, vendors or contractors are issued and delivered as directed.

* Support website administration and ensures information is up-to-date as directed.

* Manage the on-boarding process along with Director for new team members.

Programmatic Responsibilities:

Support Internal and External Communication needs.

Partners with Communications Leader to deliver information to internal and external constituencies.

Helps to organize communication events

Accountability for technological tools that support smooth completion of work and office productivity. This includes any support for phones, fax machines, copiers, coordinating and partnering with IT, troubleshooting and follow up through resolution of the problem

Cooperate & work with Office Manager on as-needed office related activities (ex: cubicle needs for a new employee)

* Ensures office environment remains professional and compliant with local codes and standards.

* Works under minimal supervision while carrying out independent responsibilities.

* Perform additional duties in line with company business requirements.

* Travel requirements --