Executive Assistant - Medical & Scientific Affairs - El Segundo, CA

Executive Assistant - Medical & Scientific Affairs - El Segundo, CA

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Company: KARL STORZ Endoscopy-America, Inc. (KSEA)

Job Code: 12549

Pay Grade: US-C14

Description

KARL STORZ SE & Co. KG based in Tuttlingen, Germany, is a family-owned, global company committed to benefiting humanity by advancing medical technology through innovation and education.

For more than 75 years, KARL STORZ has been dedicated to earning its international reputation as a leader that designs, engineers, manufactures, and markets all its products with an emphasis on visionary design, precision craftsmanship, and clinical effectiveness.

KARL STORZ is currently seeking an Executive Assistant to join the Medical & Scientific Affairs department. This position is based in

El Segundo, CA and will report to the Chief Medical Officer.

The primary responsibility of this position is to provide executive administrative support for the Medical & Scientific Affairs department, primarily to the Medical Affairs Leadership Team (MALT). They must quickly develop an understanding of the Medical & Scientific Affairs team's operations, culture, and policies and procedures. We're looking for someone to apply strategic thinking, who's able to understand the business and see the "big picture" and excel working with complex and different personalities diplomatically. You'll contribute a fun and creative approach to team activities and morale.

KEY RESPONSIBILITIES

Key responsibilities will include, but are not limited to:

• Collaborating with business partners at all levels, both locally and globally;
• Assist executive(s) by handling various administrative duties, to ensure efficient office operation.
• Work with other Executive Administrators and Executives within KARL STORZ.
• Create, review and proofread written material to ensure accuracy, neatness, proper spelling, punctuation and grammar.
• Recommend changes to written materials to improve readability and clarity.
• May take and transcribe dictation of a technical or highly confidential nature.
• Assist in planning meetings (via live, videoconference and conference calls), developing agendas and monitor meetings.
• Assist in ordering equipment and supplies for the department and handling catering orders.
• Support all travel arrangements.
• Prepare and file expense reports.
• Manage the departments purchase order process and processing of invoices.
• Develop and maintain an understanding of KARL STORZ business activities, including organization, workflow and operations.
• Use discretion in answering and screening mail, email and telephone calls.
• Respond to or route inquiries to appropriate personnel or department.
• Bring to management's attention matters of major importance.
• Research, compile and summarize information to prepare correspondence.
• Greet employees and external personnel.
• Provide periodic and short-term relief to other Executive Assistants.

• Develop, review, and implement companywide or functionally specific policies, processes, programs and/or training;

• Other duties as assigned.

REQUIREMENTS

• 5 years, minimum, related experience as an Executive Assistant, office manager or administrative assistant at a law firm or in-house legal and/or compliance department;

• 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;

• Strong presentation and written and verbal communication skills;

• Passion for business integrity, strong ethical center, and impeccable track record;

• Ability to work in a team-oriented environment and be flexible, adaptable and responsive to colleagues at all levels;

• Ability to work with outside counsel and interact with senior management;

• High level of familiarity with standard office software and the ability to learn new job-related systems and software;
• Proficient in Microsoft Suite including Word, Excel, Power Point;
• Ability to type accurately using standard business vocabulary and grammar;
• Ability to work effectively with all levels of employees and external contacts;

• Ability to influence others; handle conflict appropriately, know when to delegate issues upward and when to apply common sense.

Preferred but not required:

• Bachelor's Degree;
• Advanced Power Point and Excel skills a plus
• Experience with SAP
• Experience working with senior executives (e.g., Senior Directors, VPs, and above);

• Excellent written and spoken German language business communication skills.

#LI-NM1

Vaccine requirements at KARL STORZ due to COVID-19
KARL STORZ is committed to maintaining a safe work environment for our employees and therefore we require the COVID-19 vaccine for all of our employees unless otherwise due to an underlying medical condition or sincerely held religious beliefs. During the interview process, we encourage you to ask how COVID-19 may impact the role you are seeking and if you require a reasonable accommodation regarding the vaccine requirement see below on the process for requesting accommodation. Please click here to learn more about our overall response to COVID-19.

Employee Benefits Program Overview for U.S. Locations

• Medical / Dental / Vision including a state of the art wellness program and pet insurance, too!
• 3 weeks' vacation, 10 holidays plus paid sick time
• 401K retirement savings plan providing a match of 60% of the employee's first 6% contribution
• Section 125 Flexible Spending Accounts
• Life, STD, LTD & LTC Insurance
• Tuition reimbursement of up to $5,250 per year
• Fitness reimbursement up to $200 annually
• Employee referral program of up to $2,000 per hire
• And much more!

Field sales, internships and part-time employees are not eligible except for where required by state law.
Non-employees, including temporary workers and consultants, are not eligible to participate in KARL STORZ benefits program.

KARL STORZ reserves the right to change or modify the employee's job description whether orally or in writing, at any time during the employment relationship. Additionally, KARL STORZ, through its supervisors, may require an employee to perform duties outside their normal description within the sole discretion of the supervisor. Employee must comply will all applicable KARL STORZ policies and procedures.

Equal Employment Opportunity &

Reasonable Accommodation

Statement
KARL STORZ is committed to creating an inclusive space where employees are valued for their skills and unique experiences. To achieve this goal, we are committed to diverse voices and all applicants will receive consideration without regard to race, color, sex, national origin, disability, veteran status or any other protected characteristic. KARL STORZ is also committed to providing reasonable accommodations during our recruitment process. Should you need assistance or accommodation please email us at TaleoAdministrator@karlstorz.com.

Notice to Employment Agencies
This recruitment assignment is being managed directly by KARL STORZ's Human Resources team. Human Resources will reach out to our preferred, contracted agency partners in the rare instance additional talent options are required. Your respect for this process is appreciated. KARL STORZ does not accept unsolicited Agency resumes. Resumes received which were unsolicited by KARL STORZ Human Resources department will be ineligible for referral fees.