Executive Associate

1 week ago

Oakville, Canada Siemens Healthineers Full time

**Do you want to join us in helping to fight the world’s most threatening diseases and enabling access to care for more people around the world? At Siemens Healthineers, we pioneer breakthroughs in healthcare. For everyone. Everywhere.**

**Our global team**: We are a team of 66,000 highly dedicated employees across more than 70 countries passionately pushing the boundaries of what’s possible in healthcare to help improve people’s lives around the world. As a leader in the industry, we aspire to create better outcomes and experiences for patients no matter where they live or what health issues they are facing.

**Our culture**: 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.

**Our impact**:

- 70% of critical clinical decisions are influenced by the type of technology we provide.
- More than 31 million Canadians benefit from Siemens Healthineers products every year.
- An average of 85,000 Canadians per day receive treatment or tests from a Siemens Healthineers device.
- Siemens Healthineers participates in 30 healthcare research collaborations in Canada and around the world.

**Based on-site in Oakville, ON, the **Executive Associate** **acts as a gatekeeper. This individual will oversee incoming and outgoing communications, manage calendars, plan, and organize events for the Heads of Siemens Healthineers Canada, both CEO and CFO. Their main goal must be to facilitate the country’s head executives’ activities and routines. As well, the Executive Associate should support and conduct business with other colleagues and external vendors. This role requires being in office 4 times a week, with exception of Fridays and any special cases which need to be aligned beforehand.

This role is well suited to an ambitious professional, who has exceptional attention to detail, interpersonal/communication skills as well as ability to work in a fast-paced environment.

As the **Executive Associate**, your responsibilities will include:

- Creating team meetings, organizing events, and managing CEO/CFO calendars.
- Participating in meetings and take minutes when requested, ensuring complete confidentiality is maintained.
- Making certain that meetings are prepared, documents are delivered on time and meet the required quality level.
- Managing travel arrangements for CEO/CFO.
- Following-up on action items/status reports and provide summaries to management.
- Supporting the management team as necessary, providing guidance or working actively to solve the necessity
- Supporting the Siemens Healthineers employees when necessary, providing guidance and/or contacts to address office related issues.
- Creating/Processing/Modifying PO’s as well as follow up for all central functions to ensure on-time payment to vendors.
- Reviewing all expense reports that require CEO/CFO approval, making sure procedures are followed.
- Providing overall office coverage including ordering and maintaining adequate inventory of office supplies, catering and maintaining building support.
- Managing all incoming mail and its distribution (customers, legal communication, tax documents, etc.).
- Onboarding and offboarding of CEO/CFO direct employees.
- Scheduling car maintenance and make sure documents are up to date.
- Reviewing and facilitating all records that require signature.
- Preparing/maintaining communication distribution lists of all areas, ensuring no one misses crucial information.
- Handling ad-hoc Requests to-assist employees including support to executive management as required.
- Maintaining confidentiality of all sensitive, personnel related or proprietary information.

As a successful **Executive Associate, **you will have:

- A minimum of 3 years Executive Assistance experience supporting Senior leaders
- Strong Microsoft Office skills (Outlook, Word, Excel, MS Teams and Power Point)
- Bachelor’s degree preferred
- Outstanding organizational skills with high attention to detail
- Excellent written/verbal communication and listening skills
- Team player who works well under pressure with the ability to be flexible and adaptable in the face of changing priorities
- Outstanding people skills, with the ability to effectively interact with all levels of an organization
- Fast learner on digital tools
- Excellent problem-solving and prioritization skills, with the ability to anticipate needs
- Self-starter with a positive attitude, a strong sense of urgency, and the desire to do the right thing
- High degree of discretion when dealing with confidential information
- Demonstrated ability to prioritize multiple competing requests and create plans for achieving objectives
- French langua

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