Principal Associate, Administrative Support (Administrative Assistant)

Job Summary

The Administrative Assistant provides advanced administrative support to the Vice President of Medical Interventional Solutions. This position serves as a trusted partner in managing schedules, coordinating meetings and events, arranging travel, and preparing reports and presentations.

Essential Job Duties And Responsibilities

• Prepares communications such as memos, emails, invoices, reports, and other correspondence and documents
• Maintains and coordinates Outlook calendars for the VP and designated leadership team members (as needed)
• Captures and coordinates meetings (internally and externally), manages agendas, advance materials and mailings with attention to detail, editing and formatting
• Aids in regular communication and project needs of the VP including drafting presentations, word documents, and basic excel files
• Exercises sound judgement when handling sensitive, confidential, and proprietary information and interactions with executives, customers, and employees
• Supports logistics for leadership team meetings, including hotel reservations, transportation, catering, receptions and off-site meeting space as needed
• Processes and reconcile expense reports and reimbursements for the VP and designated leadership team members (as needed)
• Arranges meetings (town halls, department meetings, others as assigned) on behalf of the VP
• Manages departmental purchases using the corporate credit card and reconciles monthly statements in accordance with company policies
• Maintains organized filing systems (physical and digital) and ensures timely access, retrieval, storage and archiving of documents
• Maintains memberships, subscriptions, licenses, and services for the VP
• Develops and maintains efficient administrative processes and procedures
• Other duties as assigned

Education And Experience Requirements

• Associates degree or equivalent experience in an administrative or executive assistant role
• Minimum of 3 years professional administrative assistant experience
• Advanced proficiency in Microsoft Office suite; Outlook, Teams, Word, Excel, and PowerPoint
• Proven professional written, verbal, and interpersonal communication skills
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

Preferred Skills And Abilities

• Excellent organizational and time management skills
• Strong detail orientation, dependable and able to handle multiple priorities with a high degree of flexibility
• Self-motivated with professional judgement and the ability to anticipate needs of VP and senior leadership teams
• Maintain professionalism with adaptability under all circumstances
• Proactive, self-driven problem solving skills