Executive Administrative Assistant at Siemens Medical Solutions USA, Inc. in Malvern, Pennsylvania

Job Description:

Join us in pioneering breakthroughs in healthcare. For everyone. Everywhere. Sustainably.


Our inspiring and caring environment forms a global community that celebrates diversity and individuality. We encourage you to step beyond your comfort zone, offering resources and flexibility to foster your professional and personal growth, all while valuing your unique contributions.



Executive Administrative Assistant - Global Government Affairs




Overview:



Reporting directly to the Global Head of Government Affairs of Siemens Healthineers, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Global Government Affairs office.



Responsibilities:

• Schedule complex appointments and meetings ensuring calendar availability across global time zones.


• Coordinate and establish all travel arrangements (domestic and international); reconcile travel and expense reports, including cash and credit card purchases.


• Apply for all visas needed for international travel and ensure all travel requirements are current including vaccination and other border entry requirements.


• Monitor Email, answer, screen, and place phone calls on behalf of the Executive.


• Monitor all information flow, including maintaining paper and electronic files, data entry and retrievable from electronic sources. Organize and maintain share drives and/or Microsoft Teams sites to assure efficiency and coordination of data.


• Prepare, composes and edits most complex memos, documents and other correspondence.


• Prepare confidential reports by gathering and summarizing data. Summarize and prioritize issues for senior management action.


• Plan and support international events with attendees from many countries including support visa letters and travel arrangements for major customers and/or partner staff and handle internal SpoDOM process for compliance approval.


• Attend corporate events to help facilitate local meetings and provide administrative support.


• Collaborate with other Executive Administrative support on scheduling and calendar coordination.


• Maintain one to one meeting schedule list and update as requested.


• Participate as needed in special department projects.


• Draft and send communications with local or global legislatures, government agencies, and regional/national industry associations.


• Prepare administrative aspects of political briefings for internal Top Management. (ex: compile documents into briefing book for major events such as UNGA)


• May liaise with offices of authorities of global officials regarding scheduling and administrative topics.

Knowledge/Skills, Education, and Experience:

• Minimum of 8 years of successful experience in Executive support capacity


• Computer proficiency including MS Office, SRM (Order Management), Concur (Expenses), EZ-AP (Invoices), SpoDOM


• Strong verbal and written communications skills


• Strong time management and organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail


• Exceptional interpersonal skills and the ability to build relationships with stakeholders


• Strong problem solving and planning skills


• Interest to research and build knowledge about global communications, customs and protocols in order to ensure Executive is well briefed for international events


• Ability to work flexible hours as needed


• Knowledge of standard office practice and procedures sufficient to be able to process various types of paperwork associated with office support duties.

Education:

• HS diploma or equivalent required. 1-2 years of vocation/technical training or an Associate's degree may be required.


• Specialized skill training/certification may be required.

Who we are:
We are a team of more than 71,000 highly dedicated Healthineers in more than 70 countries. As a leader in medical technology, we constantly push the boundaries to create better outcomes and experiences for patients, no matter where they live or what health issues they are facing. Our portfolio is crucial for clinical decision-making and treatment pathways.



How we work:
When you join Siemens Healthineers, you become one in a global team of scientists, clinicians, developers, researchers, professionals, and skilled specialists, who believe in each individual's potential to contribute with diverse ideas. We are from different backgrounds, cultures, religions, political and/or sexual orientations, and work together, to fight the world's most threatening diseases and enable access to care, united by one purpose: to pioneer breakthroughs in healthcare.


For everyone. Everywhere. Sustainably. Check our Careers Site at Careers - Siemens Healthineers USA (siemens-healthineers.com)


The pay range for this position is $75,000 - $88,000 U.S. dollars annually; however, base pay offered may vary depending on job-related knowledge, skills, and experience, as well as where the work will be performed. The annual incentive target is (5%) of base pay. Siemens Healthineers offers a variety of health and wellness benefits including paid time off and holiday pay. Details regarding our benefits can be found here: https://benefitsatshs.com/index.html


This information is provided per the required state Equal Pay Act. Base pay information is based on market location. Applicants should apply via Siemens Healthineers external or internal careers site.



Beware of Job Scams
Please beware of potentially fraudulent job postings or suspicious recruiting activity by persons that are currently posing as Siemens Healthineers recruiters/employees. These scammers may attempt to collect your confidential personal or financial information. If you are concerned that an offer of employment with Siemens Healthineers might be a scam or that the recruiter is not legitimate, please verify by searching for the posting on the Siemens Healthineers Career Site .


"Successful candidate must be able to work with controlled technology in accordance with US export control law." "It is Siemens Healthineers' policy to comply fully and completely with all United States export control laws and regulations, including those implemented by the Department of Commerce through the Export Administration Regulations (EAR), by the Department of State through the International Traffic in Arms Regulations (ITAR), and by the Treasury Department through the Office of Foreign Assets Control (OFAC) sanctions regulations."


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Siemens is an Equal Opportunity and Affirmative Action Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to their race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state or local law.


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