Executive Administrative Assistant

Executive Administrative Assistant

Medtronic is seeking a highly organized, proactive, and professional Executive Administrative Assistant to support the Vice President Global Commercial Office Finance and Vice President Commercial Excellence. This role is critical to helping the leader operate effectively across a fast-paced, global environment by managing priorities, coordinating logistics, and ensuring a high level of responsiveness, accuracy, and discretion. This role enables executive effectiveness by ensuring day-to-day operations run smoothly and important priorities stay on track. The Executive Administrative Assistant will play a key role in supporting leadership effectiveness, team coordination, and operational excellence within a high-impact finance organization. The ideal candidate is a trusted partner who can anticipate needs, manage competing demands, and bring structure to a broad range of executive support responsibilities including calendar management, travel coordination, meeting logistics, expense administration, and cross-functional team coordination.

Key responsibilities

• Serve as a partner to the VP, ensuring priorities are advanced with discretion, speed, and precision.
• Proactively manage VP's dynamic calendar by scheduling, prioritizing, and adjusting meetings, with a focus on urgent and sensitive matters to maximize executive's time anticipating conflicts and solving problems before they arise.
• Coordinate domestic and international travel arrangements, including itineraries, agendas, logistics, and related documentation
• Plan and support meetings across leadership, finance, and cross-functional teams, including scheduling, room coordination, materials preparation, agenda support, and follow-up on action items
• Prepare and process expense reports, purchase requests, and other administrative documentation accurately and on time
• Assist VP with internal software applications which need regular attention including, but not limited to: G TAT, Cornerstone, Ariba, ReadSoft, Recognize and IT Portal.
• Maintain distribution lists and organizational charts for the organization
• Serve as a point of coordination for internal and external communications, helping ensure timely responses and professional follow-through
• Organize and maintain files, meeting materials, and other business documents with strong attention to confidentiality and detail
• Assist VP with reviewing and editing org emails, both general and sensitive communications, and disseminating per guidance appropriately and timely.
• Assist VP with creation and formatting of presentations and other communications for both internal and external audiences.
• Provide end to end meeting and business activities support, including scheduling, agenda coordination, material preparation, logistics, capture of key decisions, and follow up on action items.
• Track deadlines, deliverables, and recurring administrative needs to help the executive and team stay organized and on schedule
• Build effective working relationships across functions and levels of the organization to facilitate coordination and execution
• Anticipate administrative needs, identify process improvements, and recommend more efficient ways of working

Required Qualifications

• High school diploma or equivalent required
• 6 + years of administrative support experience, including experience supporting senior leaders or executives in a complex corporate environment
• Demonstrated experience managing calendars, travel, meetings, and expenses with a high degree of accuracy and professionalism
• Proficiency in Microsoft Office applications including Outlook, PowerPoint, Word, and Excel

Preferred qualifications

• Associate's or Bachelor's degree preferred
• Experience supporting finance, commercial, or other business leadership teams in a matrixed global organization
• Comfort working across time zones and coordinating activities with geographically dispersed teams
• Ability to work independently while also collaborating effectively across teams
• Strong judgment, discretion, and ability to handle highly confidential information
• Flexible team player, willing to adapt to changes and is unafraid of challenges
• Strong organizational skills with the ability to manage multiple priorities, meet deadlines, and adapt quickly to changing needs
• Excellent written and verbal communication skills
• Strong meeting coordination skills, including preparation of presentations, agendas, and executive-ready materials
• Proven ability to anticipate needs and proactively solve problems before they escalate
• Self-motivated with strong time management skills; able to prioritize tasks, manage multiple projects, and perform well under pressure in a fast-paced environment.
• Highly organized and detail-oriented; consistently ensures accuracy in spelling, grammar, formatting, and overall document presentation.
• Strong verbal and written communication skills with the ability to interact professionally and diplomatically across all levels of the organization.