Senior Administrative Specialist

Sr Administrative Spec

locations

Remote – US

time type

Full time

job requisition id

R-19440

Together, we can beat cancer.

At Varian, a Siemens Healthineers Company, we bring together the world’s best talent to realize our vision of a world without fear of cancer. Together, we work passionately to develop and deliver easy-to-use, efficient oncology solutions.

We are part of an incredible community of scientists, clinicians, developers, researchers, professionals, and skilled specialists pushing the boundaries of what’s possible, to improve people’s lives around the world. We embrace a culture of inclusivity in which the power and potential of every individual can be unleashed. We spark ideas that lead to positive impact and continued success.

If you want to be part of this important mission, we want to hear from you.

The Senior Executive Assistant requires strong problem-solving skills and independent self-direction, with an aptitude for collaboration and open communication. This position will interact frequently and successfully with senior executives and other executive assistants across Varian.

Job Responsibilities:

• Organize and maintain complex calendars across multiple time zones using a high level of tact and integrity. Complete all tasks needed to successfully schedule and execute a meeting from start to finish, from selecting a date and inviting the appropriate attendees to clarifying the agenda and sending follow-ups, to-dos, key dates.
• Arrange and coordinate complex travel arrangements, accommodations, and all trip logistics expeditiously and accurately. Understand the executive’s needs/preferences and schedule accordingly.
• Manage the leader’s daily schedule and prioritize meetings. Must be able to understand business needs, apply judgment to triaging issues as they come in and work with the executive to bring attention to high priority items.
• Follow up on request items. Resolve time sensitive issues with a high degree of precision and exhibit strong organizational skills.
• Schedule and coordinate pan organization senior/executive level calls/meetings etc. on behalf of the executive.
• Prepare and track expense reports.
• Set up and onboard new team members and/or new vendors in the system as requested.
• Project manage all logistics for team meetings, off-sites, and events for the organization
• Partner and network with other administrative assistants to collaborate, obtain information, get things done and solve problems.
• Generate Purchase Orders (P.O.s) and submit subsequent invoices for the executive and the team.
• Support team-related space planning initiatives, office moves and facilities issues.

Qualifications/Education/Experience/Skills:

• Experience in handling a wide range of administrative-related tasks, organizing large meetings across time zones, and arranging travel. The ideal candidate for this position must be proactive with excellent problem-solving and judgment skills and must be able to handle details of a highly confidential and critical nature.
• Demonstrated ability to work with a sense of urgency and under pressure, as needed to handle multiple tasks and prioritize effectively.
• Must be able to proactively drive meeting cadences, planning, and time management for the executive including ensuring they have blocked time for critical work.
• Highly organized with an ability to demonstrate meticulous attention to detail, adaptability, flexibility, resourcefulness, and efficiency.
• Excellent communication skills (both written and oral), professional demeanor and maintaining a positive outlook.
• A “can-do” attitude that focuses on getting the job done.
• Bachelor’s Degree or equivalent experience. 5+ years of relevant work experience supporting at the C-Suite/SVP level in a complex and dynamic environment.
• Proficient in utilizing business tools such as MS Office applications; Outlook, Word, Excel, and PowerPoint. Ability to quickly learn various company specific web base applications (Concur, Workday, SharePoint etc.)

Fighting cancer calls for big ideas.

We envision a world without fear of cancer. Achieving this vision takes dedication and commitment from all of us, every single day. That’s why we celebrate and value the distinctly beautiful and intersectional identities of each of our employees. We are a mirror of our patient-base, which allows us to innovate. Big ideas come from everywhere, and the best ideas are fostered by our unique individual experiences. At Varian, we encourage you to bring your whole self to work and believe your bold and authentic perspective will help to power more victories over cancer.

TogetherWeFight

Privacy Statement

The base pay range for this position is

Min $71,700 – Max $129,000

The pay wage range shown is based on the job posting’s primary location. Actual compensation packages are based on a wide array of factors, including but not limited to skill set, experience, certifications, and location.