Executive Assistant HPM

Philips•Cambridge, MA

5d•Hybrid

About The Position

The Executive Assistant for Hospital Patient Monitoring (HPM) reports to the Sr Director of Monitoring Standards and Business Marketing Manager. This high-impact role involves interacting with a variety of people and healthcare professionals, requiring flexibility, proactivity, resourcefulness, efficiency, professionalism, and confidentiality. The position entails performing a full range of executive administrative tasks independently, many of which are confidential. These tasks include calendar management, meeting coordination, planning video/conferences, arranging travel, and processing expense reports, all while ensuring alignment with the executives' or departments' demands. The Executive Assistant will also collaborate with other Executive Assistants globally and across North America, sharing knowledge and continuously seeking improvements in tools, processes, and approaches. Responsibilities extend to navigating complex domestic and international travel plans, itineraries, and documents, processing related expense reports, and organizing, coordinating, and hosting meetings and events, including pre-meeting setup, agenda communication, note-taking, and tracking action items. Additionally, the role is responsible for processing purchase orders and invoices for the HPM NA department and supporting the marketing team's events and activities through project management.

Requirements

2 + years of work experience in an executive assistant role in a dynamic and global environment.
Strong experience in calendar management, expense reporting and international travel management, required.
Skills include administrative procedures and proficiency with Outlook, Microsoft Office, Workday, Concur and ability to learn new tools; strong oral and written communications, PPT, project management tools and working closely with team employees and leadership.
High School diploma/GED, required.
Must be able to successfully perform the following minimum Physical, Cognitive and Environmental job requirements with or without accommodation for this position.
Available in the Cambridge office for at least 3 days a week, required.
Possess a hands-on mentality, are self-motivated, detail-oriented, with meticulous organizational skills.

Nice To Haves

Associate’s or Bachelor’s degree, preferred, in a related field, preferred or equivalent.

Responsibilities

Performs pro-actively and independently the full range of executive administrative tasks which involves a very high level of responsibility and are of a confidential nature (calendar management, meetings, plan video/conferences, travel arrangements, expense report etc.), aligning activities and processes with the demands of the executives or departments supported.
Collaborate and coordinate with other Executive Assistants globally and across North America, sharing knowledge with a continuous focus on improvements in purpose of tools, processes, and approaches with others.
Navigate complex and detailed travel plans, itineraries, and documents for travel-related meetings (both domestic and international) and process related expense reports.
Organize, coordinate and host meetings and events including pre-meeting setup, communicating agenda, note taking, tracking and follow up on identified action items.
Responsible for the HPM NA department purchase orders and invoices processing.
Project management activities to support the marketing team’s events and activities.