Executive Assistant

Flexible

Virtual, Madrid, Spain

Full time

R-801850

At MiniMed, you can begin a lifelong career of exploration and innovation, while helping make a difference in the lives of people living with diabetes around the globe. You'll lead with purpose, breaking down barriers to innovation for a more connected, compassionate world.

About the Role

The Executive Assistant serves as a trusted partner to the VP of Marketing, managing priorities, coordinating activities, and ensuring seamless day-to-day operations.

The successful candidate will thrive in a fast-paced environment, demonstrate sound judgment, maintain confidentiality, and build strong relationships across the organization.

CORE RESPONSIBILITIES

• Manage complex calendars and communications, meeting operation, travel arrangements, and expense reporting for the VP of Marketing.
• Coordinate leadership virtual meetings, F2F team events and off-site meetings, including agenda development, logistics, materials and post-meeting follow-up/surveys.
• Support virtual meeting operations by managing invites, virtual meeting set-up, agenda inputs and attendance needs.
• Serve as a primary point of contact between the VP and internal or external stakeholders.
• Handles confidential and sensitive information with discretion, professionalism, and sound judgement.
• Assist with budget tracking, purchase requests, vendor coordination, and administrative processes.
• Prepares and formats high-quality materials using Microsoft 365 applications, including PowerPoint presentations, Excel trackers/reports, Word documents, Teams/meeting resources, OneNote, and SharePoint/OneDrive file organization.
• Coordinates domestic and international travel and logistics, itinerary planning, timely expense submission, and reconciliation through Concur
• Administers vendor/supplier set-up in applicable SAP system and coordination with cross-functional support teams.
• Maintains organized contact lists and distribution lists to support efficient information flow.
• Collaborates with other administrative colleagues across regions to share best practices and support each other.

REQUIRED QUALIFICATIONS

• Requires advanced practical knowledge within a specific discipline typically gained through extensive work experience and/or education.
• Strong working knowledge of Microsoft 365 tools and collaboration practices, including Outlook, Teams, Word, Excel, PowerPoint, OneNote/Loop, SharePoint, and OneDrive.
• Strong communication skills in English, additional languages a plus

JOB EXPERIENCE

• Minimum of 6 years of relevant experience.
• Demonstrated experience managing complex calendars, senior-level meetings, confidential information, travel, expenses, and cross-functional stakeholder coordination.
• Experience maintaining meeting notes, action logs, trackers, follow-up registers, or similar operational tools that support leadership accountability and execution.

SKILLS/COMPETENCIES

• Exceptional calendar management, prioritization, and meeting coordination skills; able to balance competing requests and elevate appropriately.
• Advanced proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, and collaborative digital workspaces; able to create polished, accurate, and executive-ready materials.
• Strong action-register discipline, including capturing decisions, tracking owners and due dates, following up proactively, and reporting status clearly.
• Excellent written and verbal communication skills.
• High degree of discretion, professionalism, judgement, and confidentiality when handling sensitive business information.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
• Proactive, service-oriented mindset with a focus on anticipating needs, removing friction, improving processes, and enabling leadership effectiveness.
• Ability to build simple dashboards, trackers, or status summaries in Excel or Microsoft 365 tools.
• Comfort working in a hybrid environment and coordinating support across multiple leaders and locations when needed.
• Strong ability to improve meeting cadence, communication flow, and leadership follow-up through disciplined planning and execution.

JOB EXPERIENCE

• Experience supporting senior commercial, sales, finance, or general management leaders in a matrixed organization.
• Experience supporting leadership team meetings, business reviews, sales meetings, national events, or executive offsites.

#BetterDaysStartNow

Physical Job Requirements

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this position, but they are