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Executive Administrative Assistant, HR and Legal - Northridge

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Medtronic

Jul 31, 2024

  • Job
    Full-time
    Senior Level
  • Los Angeles
  • Quick Apply

AI generated summary

  • You must possess strong organizational, communication, and multitasking skills, with experience in HR and legal environments preferred. Proficiency in MS Office is also essential.
  • You will provide administrative support to HR and Legal teams, manage schedules, prepare documents, coordinate meetings, and handle communications to ensure efficient operations.

Requirements

  • 6+ years of extensive experience supporting Sr Leaders/Executives
  • Bachelor’s degree in business administration, Human Resources, Legal Studies, Project Management, or related field
  • 8+ years of progressive admin assistant experience with 4+ years supporting senior leaders/executives
  • CAP Certification
  • Experience supporting HR and/or Legal departments
  • Strong proof-reading skills and excellent verbal and written communication
  • Paralegal certification or training
  • Project Management Professional (PMP) certification or similar training
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  • Excellent organizational and time management skills
  • Ability to maintain confidentiality and handle sensitive information with discretion
  • High level of attention to detail and accuracy
  • Experience working with billing management systems
  • Ability to work independently and as part of a team
  • Experience with HRIS and legal document management systems
  • Familiarity with labor laws and HR best practices
  • Executive presence to lead project teams of senior level personnel and hold them accountable to deliverables and deadlines
  • Full-time position, typically Monday through Friday
  • Occasional overtime may be required
  • Office environment with standard office equipment

Responsibilities

  • Manage and coordinate schedules, appointments, and meetings for the VP of HR and the VP of Legal
  • Communicates with internal and external contacts. Prepare and edit correspondence, communications, presentations, and other documents
  • Work involves obtaining or providing information or data on matters of significant importance which may be of sensitive nature
  • Manage incoming calls, emails, and other communications, ensuring timely and appropriate responses
  • Organize and maintain files and records, both electronic and physical
  • Assist with the preparation and distribution of HR documents, such as employment contracts, onboarding materials, and policy updates
  • Coordinate HR-related events, such as training sessions, workshops, and employee engagement activities
  • Support the recruitment process by scheduling interviews and managing candidate communications
  • Assist with the preparation and filing of legal documents and correspondence
  • Manage and track legal contracts, ensuring timely renewals and compliance
  • Coordinate with external legal counsel and other stakeholders as needed
  • Coordinate with corporate litigation as onsite liaison for deposition preparations
  • Manage incoming legal mail; identify stakeholders for various legal requests in timely manner
  • Review and approve invoices submitted by external law firms using Onit system
  • Order and maintain office supplies and equipment
  • Coordinate travel arrangements and itineraries for the VPs
  • Manage expense reports and ensure timely reimbursement
  • Assist in planning, coordinating, and executing projects for the HR and Legal departments
  • Track project timelines, deliverables, and milestones, ensuring that projects stay on schedule
  • Collaborate with internal and external stakeholders to gather information, resources, and support for project initiatives
  • Prepare project reports, summaries, and presentations for executive review
  • Provide additional administrative and project support to the HR and Legal teams
  • Facilitate communication and collaboration within the teams and across departments
  • Assist with the coordination of team meetings, events, and activities
  • Function as a team lead with special projects and initiatives
  • Conduct research and compile data for reports and presentations

FAQs

What is the primary role of the Executive Administrative Assistant for HR and Legal at Medtronic?

The primary role of the Executive Administrative Assistant is to provide support to the VP of HR and the VP of Legal for the Diabetes business, managing schedules, communications, and various administrative tasks while maintaining confidentiality and handling sensitive information.

What are some key responsibilities associated with this position?

Key responsibilities include managing schedules and meetings, preparing correspondence and documents, assisting with HR processes like onboarding and recruitment, preparing legal documents, coordinating office management tasks, and supporting project management initiatives within the HR and Legal departments.

What qualifications are required for the Executive Administrative Assistant position?

Basic qualifications include 6+ years of extensive experience supporting senior leaders or executives. Preferred qualifications include a Bachelor's degree in a relevant field, 8+ years of administrative experience, strong proof-reading skills, and proficiency in Microsoft Office Suite.

Is experience in HR or legal fields necessary for this position?

While not strictly required, experience supporting HR and/or Legal departments is preferred, and having background knowledge in labor laws and HR best practices is beneficial.

What are the working conditions for the Executive Administrative Assistant role?

This is a full-time position typically requiring work Monday through Friday, with occasional overtime. The work environment is an office setting with standard office equipment.

What benefits does Medtronic offer for this position?

Medtronic offers a competitive salary, a flexible benefits package, and eligibility for short-term incentive compensation based on performance. Benefits include a range of resources and competitive compensation plans designed to support employees' career and life stages.

How can I stay updated about my application status after applying for the job?

At Medtronic, most positions are posted on the career site for 3-7 days, and candidates can check back on the career site for updates regarding their application status.

What qualities are essential for a successful candidate for this role?

Essential qualities include being proactive, organized, detail-oriented, having excellent communication and project management skills, the ability to maintain confidentiality, and a strong attention to detail.

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Medtronic

Engineering the extraordinary

Science & Healthcare
Industry
10,001+
Employees

Mission & Purpose

Medtronic is a global medical technology company that designs, manufactures, and markets a wide range of medical devices and therapies. The company's products and solutions cover a broad spectrum of healthcare areas, including cardiac and vascular therapies, diabetes management, neurological and spinal treatments, surgical technologies, and more. Medtronic's ultimate mission is to improve the lives of patients around the world by advancing medical innovation, providing life-saving and life-enhancing solutions, and transforming the way healthcare is delivered. Their purpose is to alleviate pain, restore health, and extend the lives of patients through cutting-edge medical technologies, personalised therapies, and continuous research and development. With a commitment to delivering quality and affordable healthcare solutions, Medtronic seeks to make a positive impact on patients, healthcare professionals, and healthcare systems worldwide.