POSTED Dec 23

Executive Assistant at Siemens

  • Virtual Assistant
  • Fulltime
  • USA Only
Job Description

Executive Assistant – Remote

Location: US National

Full-Time

Together, we can beat cancer.

At Varian, a Siemens Healthineers Company, we bring together the world’s best talent to realize our vision of a world without fear of cancer. Together, we work passionately to develop and deliver easy-to-use, efficient oncology solutions.

We are part of an incredible community of scientists, clinicians, developers, researchers, professionals, and skilled specialists pushing the boundaries of what’s possible, to improve people’s lives around the world. We embrace a culture of inclusivity in which the power and potential of every individual can be unleashed. We spark ideas that lead to positive impact and continued success.

If you want to be part of this important mission, we want to hear from you.

We are looking for an Executive Assistant/Program Manager to join our medical affairs team. The individual in this role should have a flair for getting things done and delivering excellent administrative support while applying common sense and executing tasks with minimal direction. The person in this role will be responsible for the following.

  • Act as a ‘gatekeeper’ usually falls to the executive assistant.
  • He or she controls which phone calls and reports go through to the executive, as well as what meetings are scheduled.
  • Prioritize the leaders’ and team’s needs as top priority.
  • Organize and maintain complex calendars using a high level of tact and integrity.
  • Manage execs daily schedule and prioritize meetings. Follow up on request items. Work collaboratively with other team leaders to prioritize and prepare for meetings.
  • Project manage logistics for team meetings, off-sites, and events including customer facing educational activities.
  • Make complex travel arrangements expeditiously and accurately.
  • Prepare and track expense reports.
  • Anticipate travel approximately once per quarter to facilitate off-site meetings/events.

Experience:

  • Experience in handling a wide range of administrative-related tasks, organizing large meetings across time zones and arranging travel.
  • The ideal candidate for this position must be proactive with excellent problem solving and judgment skills and must be able to handle details of a highly confidential and critical nature.
  • Must know how to schedule meetings across multiple time zones.
  • Complete all tasks needed to successfully schedule and execute a meeting from start to finish, from selecting a date and inviting the appropriate attendees to clarifying the agenda and sending follow-ups, to-dos, key dates.
  • Resolve time sensitive issues with a high degree of precision and exhibit strong organizational skills.
  • Attention to detail and the ability to anticipate the needs of the leader’s team are a must.
  • Must be able to understand business needs, apply judgment to triaging issues as they come in and work with the executive to bring attention to high priority items.
  • Understand the executives needs/preferences and schedule accordingly.
  • Anticipate needs and take initiative to solve problems independently.
  • Demonstrated ability to work with a sense of urgency and under pressure, as needed to handle multiple tasks and prioritize effectively.
  • High level of integrity required for handling sensitive and confidential information.
  • Excellent communication skills (both written and oral).A “can-do” attitude that focuses on getting the job done.
  • 5+ years relevant work experience supporting at the SVP or VP level in a complex and dynamic environment preferred.
  • High school education required; BA preferred.
  • Proven competency using MS Office applications; Outlook, Word, Excel, and PowerPoint.

The base pay range for this position is

  • Min $64,200 – Max $112,400

The pay wage range shown is based on the job posting’s primary location. Actual compensation packages are based on a wide array of factors, including but not limited to skill set, experience, certifications, and location. 

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