Executive Assistant - Sales Operations, Sleep and Respiratory Care

Philips•Murrysville, PA

9h•$26 - $50•Onsite

About The Position

Executive Assistant, Sales Operations – Sleep and Respiratory Care The Executive Assistant is responsible for supporting one or more Executives by managing moderately complex administrative, organizational, and operational tasks, while exercising autonomy within established procedures. Your role: Handles incoming and outgoing correspondence, including emails, letters and phone calls for Executive(s) while ensuring prioritization to ensure an organized and efficient communication flow and acts as a gatekeeper, handling sensitive or confidential information with discretion. Assists in preparing complex draft letters, emails, office documents including meetings agendas, minutes and follow-up action items, and high impact PowerPoint presentations that align with the Executive(s)’strategic objectives. Maintains Executive(s)’ calendar, coordinating complex scheduling needs, ensuring alignment with key business priorities, and proactively identifying potential conflicts and aids in handling high-priority meetings with global stakeholders and in ensuring that the Executive(s) remain informed on key timelines and milestones. Maintains and organizes records, files, and documents, both electronic and paper-based, for Executive(s); Coordinates travel arrangements for Executive(s), including visa applications and booking flights, accommodations and transportation, while adhering to organization policies and budget constraints, and assists in preparing detailed itineraries and contingency plans. Assists in organizing high profile events, workshops, and conferences, as required by the Executive(s) including preparing necessary materials, ensuring technical setup, overseeing all logistical elements, liaising with senior stakeholder etc. to ensure that all aspects of the event are well-managed and meet participant expectations. Processes expense reports by collecting, reviewing, and verifying receipts and documentation to ensure accuracy and compliance with organization policies and procedures and assists in managing budgets (including travel expenses) and providing financial insights to optimize spending as directed by the Executive(s). Communicates local announcements and important updates in a clear, concise and accurate way to and from Executive(s) within the department and organization employing a variety of channels such as emails, intranet posts, meetings, and instant messaging platforms for effective reach and supports in managing crisis communication to ensure that all stakeholders are kept informed. May support the Works Council in effectively representing employee interests and advocating for their well-being within the organization by possessing knowledge of the Works Councils Act and relevant Philips policies and regulations such as Social Plan, Collective Labor Agreement etc.

Requirements

You’ve acquired 2+ years of experience in Administrative Support, Clerical Support or equivalent.
You have a High School Diploma or Vocational Education.
Your skills include: Administrative Support, Stakeholder Management, Event Planning, Event Operations
Well versed with Microsoft Office, Document Management, Reservation Management, Budget Management, Documentation & Reporting, Communication Management, Financial Acumen, and Document Auditing
You must be able to successfully perform the following minimum Physical, Cognitive and Environmental job requirements with or without accommodation for this position .
US work authorization is a precondition of employment.
For this position, you must reside in or within commuting distance to Pittsburgh, PA .

Responsibilities

Handles incoming and outgoing correspondence, including emails, letters and phone calls for Executive(s) while ensuring prioritization to ensure an organized and efficient communication flow and acts as a gatekeeper, handling sensitive or confidential information with discretion.
Assists in preparing complex draft letters, emails, office documents including meetings agendas, minutes and follow-up action items, and high impact PowerPoint presentations that align with the Executive(s)’strategic objectives.
Maintains Executive(s)’ calendar, coordinating complex scheduling needs, ensuring alignment with key business priorities, and proactively identifying potential conflicts and aids in handling high-priority meetings with global stakeholders and in ensuring that the Executive(s) remain informed on key timelines and milestones.
Maintains and organizes records, files, and documents, both electronic and paper-based, for Executive(s);
Coordinates travel arrangements for Executive(s), including visa applications and booking flights, accommodations and transportation, while adhering to organization policies and budget constraints, and assists in preparing detailed itineraries and contingency plans.
Assists in organizing high profile events, workshops, and conferences, as required by the Executive(s) including preparing necessary materials, ensuring technical setup, overseeing all logistical elements, liaising with senior stakeholder etc. to ensure that all aspects of the event are well-managed and meet participant expectations.
Processes expense reports by collecting, reviewing, and verifying receipts and documentation to ensure accuracy and compliance with organization policies and procedures and assists in managing budgets (including travel expenses) and providing financial insights to optimize spending as directed by the Executive(s).
Communicates local announcements and important updates in a clear, concise and accurate way to and from Executive(s) within the department and organization employing a variety of channels such as emails, intranet posts, meetings, and instant messaging platforms for effective reach and supports in managing crisis communication to ensure that all stakeholders are kept informed.
May support the Works Council in effectively representing employee interests and advocating for their well-being within the organization by possessing knowledge of the Works Councils Act and relevant Philips policies and regulations such as Social Plan, Collective Labor Agreement etc.

Benefits

Employees are eligible to participate in our comprehensive Philips Total Rewards benefits program, which includes a generous PTO, 401k (up to 7% match), HSA (with company contribution), stock purchase plan, education reimbursement and much more.

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