Executive Assistant, Compliance

Job Purpose and Core Tasks:

• The primary responsibility of this position is to provide executive administrative support for assigned Executive(s) in accomplishing their goals and objectives through an understanding of the Executive’s department and team operations, culture, and policies and procedures as follows:
• Handling various administrative duties to support and enhance efficient office and department operations
• Managing complex scheduling logistics, extensive calendar management, and sending reminders to facilitate productivity of Executive(s)
• Managing, coordinating, and arranging travel and travel-related arrangements, including lodging, transportation, and meal coordination for the Executive (s)
• Preparing and filing expense reports for the Executive(s), and managing the department’s purchase order process and processing of invoices;
• Creating, editing, and proofreading emails, memos, correspondence, spreadsheets, and other written material to facilitate Executive effectiveness while ensuring accuracy, neatness, proper spelling, punctuation and grammar, and improving readability and clarity
• Maintaining professionalism and strict confidentiality with all information and materials, including when asked to transcribe dictation of a technical or highly confidential nature
• Provide program management oversight for Executive(s) and department(s) to ensure deadlines are met
• Assisting in planning meetings (live, videoconference and conference calls) and developing agendas;
• Assisting in departmental effectiveness including ordering equipment and supplies for the department, handling catering orders, organizing department events, and supporting travel and expense requests;
• Developing and maintaining an understanding of KARL STORZ business activities, including organization, workflow and operations;
• Assisting with and collaborating in the development of department specific materials on behalf of Executive(s) including companywide or functionally specific policies, processes, programs and/or training;
• Using discretion in answering and screening email and telephone calls, including responding to or routing inquiries to the appropriate personnel or department as applicable;
• Bringing to management’s attention matters of major importance;
• Providing periodic and short-term relief to other Executive Assistants; Collaborating with business partners at all levels, both locally and globally, including other Executive Administrators and Executives within KARL STORZ;
• Other duties as assigned.

Minimum Knowledge, Education and Skill Requirements

Required

Minimum years of relevant work experience:

• 7years minimum, related experience as an Assistant to Executives or C-level leaders

Minimum education, certifications and/or credentials:

• AA degree

Minimum hard skill requirements (including computer and application proficiency):

• Proficient in Microsoft Suite including Word, Excel, Power Point with the ability to learn new job-related systems and software

Minimum soft skill requirements:

• Demonstrated ability to work diplomatically with different personalities among upper management and employees at all levels
• Detail-oriented problem solver with experience in program management activities
• Demonstrated ability to manage multiple priorities and projects with excellent follow-through to meet deadlines
• Superior common sense, judgment, pragmatism, tact, diplomacy and professionalism
• Exceptional organizational, analytical and interpersonal skills
• Expert presentation and written and verbal communication skills
• Ability to work in a team-oriented environment and be flexible, adaptable and responsive to colleagues at all levels
• Ability to work with external vendors, executives, senior management and support staff on matters of concern to Executive(s) and/or department
• Ability to type accurately using standard business vocabulary and grammar
• Ability to handle conflict appropriately
• Ability to discern when to escalate issues upward and when to make appropriate decisions
• Ability to contribute a fun and creative approach to team activities and morale.

Preferred

Preferred years of relevant work experience: 

• 5+ BA

Preferred education, certifications and/or credentials:

• BA degree + 5 years experience

Preferred hard skills requirements:

Preferred soft skill requirements:

Essential Function:

• Must be able to maintain productive working relationships and treat fellow employees with respect.
• Has contact with: Executive staff requiring sound judgment, inside and outside the company staff
• Physical requirement/Demands: Manual dexterity for computer and electronic work.
• Mental requirements/Emotional Demands: Ability to adapt and demonstrate flexibility in dealing with changing priorities and work situations.
• Interpersonal and communication skills: Executive communication, verbal and written communication, problem solving

Core Requirements

• Degree of accountability: Closely supervised
• Degree of decision making: Limited in scope
• Financial/Budgetary: Responsible for following guidance of Executive(s) and department
• Safety: Adhere to KARL STORZ Safety protocols
• Quality: Adhere to KARL STORZ Quality Management System
• Supervision: Does not supervise others
• Authority to Sign (Not applicable for North America):
• Travel: Up to 10% Travel during the year

Other duties consistent with the general nature and focus of the job and/or the goals and objectives of the department may be assigned.

Note for U.S. only: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.