Executive Administrative Assistant

Job description

Careers that change lives start here. Medtronic is a global leader in healthcare technology with a Mission to alleviate pain, restore health, and extend life. Our 95,000 employees work across more than 150 countries to put patients first — developing innovative medical technologies that improve the lives of 72+ million patients each year. Your unique talents will help shape the future of healthcare while building a career grounded in purpose, growth, and impact. A Day in the LifeMAIN PURPOSE OF JOB The Executive Administrative Assistant serves as the strategic right-hand and trusted extension of the VP & President, Canada. This role goes beyond traditional administrative support by maximizing executive productivity, protecting leadership focus, managing complex calendars and communications, coordinating travel and meeting operations, and supporting confidential business activities with exceptional judgement and discretion. The position is central to the Canada leadership operating rhythm, including business review meetings, Canada Leadership Team meetings, action-register management, executive communications, and as-needed support for two Brampton-based Sales Leaders.STRATEGIC SCOPE OF THE ROLEActs as the strategic support to the VP & President, Canada, helping convert leadership priorities into disciplined execution, clear follow-up, and efficient use of executive time. Serves as a trusted gatekeeper for time, information, communications, and priorities, ensuring requests are triaged based on urgency, strategic relevance, stakeholder needs, and business impact. Operates with full confidentiality and executive maturity, supporting sensitive business operations, leadership discussions, organizational matters, and external stakeholder interactions. Functions as a force multiplier for the President’s office by improving meeting discipline, communication flow, action tracking, and leadership-team alignment. CORE RESPONSIBILITIES Manages a complex executive calendar with strong attention to business priorities, meeting purpose, attendee needs, preparation requirements, travel impacts, and time zone considerations. Plans, schedules, and coordinates leadership meetings, business reviews, customer/internal engagements, conference participation, and team events, including agenda development, logistics, materials, minutes/notes, and post-meeting follow-up. Screen and triage inquiries, coordinate responses, draft and edit emails, internal memos, leadership messages, and executive correspondence on behalf of the VP & President as appropriate. Maintains and coordinates action registers for business review meetings and Canada Leadership Team meetings, tracking decisions, owners, due dates, dependencies, risks, and completion status; proactively follows up with accountable leaders to support timely execution. Prepares and formats high-quality materials using Microsoft 365 applications, including PowerPoint presentations, Excel trackers/reports, Word documents, Teams/meeting resources, OneNote/Loop notes, and SharePoint/OneDrive file organization. Supports effective meeting operations by managing invites, room/virtual meeting set-up, pre-reads, agenda inputs, attendance needs, action capture, and distribution of follow-up materials. Provides as-needed administrative support to two Sales Leaders located in Brampton, balancing support needs against VP/Canada leadership priorities and aligning on expectations, timing, and deliverables. Coordinates domestic and international travel and logistics, itinerary planning, timely expense submission, and reconciliation through Concur and applicable Medtronic systems. Gathers, compiles, consolidates, and reports information relevant to leadership priorities, including updates from Excel files, internal systems, meeting outputs, and cross-functional stakeholders. Coordinates and supports regional, divisional, and Canada-wide events, including National Sales Meeting preparation, leadership offsites, recognition activities, and team engagement programs as required. Administers vendor/supplier set-up in applicable AP systems and coordination with cross-functional support teams. Maintains organized digital and physical filing systems, document repositories, contact lists, distribution lists, and team resources to support efficient information flow. Handles confidential and sensitive information with discretion, professionalism, and sound judgement. Collaborates with cross-functional support teams and administrative colleagues across regions to share best practices and support consistent execution. Support special projects, research requests, data compilation, presentation preparation, large-scale company events, leadership offsites, and cross-functional initiatives that require coordination, confidentiality, and disciplined execution. OFFICE SUPPORT CAREER STREAM: Individual contributors who provide organizational related support or service (administrative or clerical) for other members within the organization. The majority of time is spent in the delivery of support services or activities, typically under supervision. DIFFERENTIATING FACTORS Autonomy: Works on assignments that are extremely complex in nature, and may be responsible for leading daily operations. Performs a variety of complex or technical-advanced administrative and clerical duties .Has high degree of initiative; Work may be done without established procedures. Organizational Impact: Work may include activities related to special assignments, and providing instructions to accomplish day-to-day work activities to junior individuals in the department. Work involves obtaining or providing information or data on matters of moderate importance to the function of the department or which may be of sensitive nature. Innovation and Complexity: Makes adjustments or recommends enhancements in systems and processes to solve problems or improve effectiveness of job area. Problems faced are general and may require understanding of other job areas but typically are not complex. Communication and Influence: Communicates with internal and external contacts. Obtains and provides information on matters of significant importance to the job area. Leadership and Talent Management: May act as a team lead and assistant to the supervisor / manager. May delegate tasks to other team members and be responsible for the review of work product. REQUIRED QUALIFICATIONSKNOWLEDGE/EDUCATION 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. JOB EXPERIENCEMinimum 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/COMPETENCIESExceptional calendar management, prioritization, and meeting coordination skills; able to balance competing requests and escalate 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 with the ability to interact professionally with senior leaders, sales leaders, customers, vendors, and cross-functional partners. High degree of discretion, professionalism, judgement, and confidentiality when handling sensitive business information. Strong organizational skills, atten