Executive Assistant - VP Marketing

Minimed; Madrid; Híbrido; EUR 40.000 - 64.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Flexible benefits package

Hybrid work environment

Descripción de la vacante

Minimed is seeking an Executive Assistant to the VP of Marketing to manage calendars, travel, and day-to-day operations in a fast-paced, confidential environment.

You will coordinate cross-functional meetings, prepare executive materials using Microsoft 365, and support budget tracking and vendor coordination. The role involves hybrid work in Madrid and requires proactive communication and attention to detail.

Formación

• Minimum of 6 years of relevant experience.
• Advanced knowledge of Microsoft 365 tools, including Outlook, Teams, Word, Excel, PowerPoint.
• Excellent written and verbal communication with strong discretion.
• Experience managing senior-level calendars and travel.
• Ability to create executive-ready materials.

Responsabilidades

• Manage complex calendars and travel arrangements for the VP of Marketing.
• Coordinate leadership virtual and in-person meetings, including agendas and logistics.
• Prepare high-quality materials using MS 365 apps.
• Support budget tracking, vendor coordination, and administrative processes.
• Maintain confidential information with professionalism.

Conocimientos

Calendar management

Executive support

Microsoft 365

Outlook

Teams

PowerPoint

Excel

Travel arrangements

Budget tracking

Stakeholder coordination

Discretion & confidentiality

Herramientas

SAP

Concur

SharePoint

Descripción del empleo

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 RoleThe 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 RESPONSIBILITIESManage 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 ConcurAdministers 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 QUALIFICATIONSRequires 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 plusJOB 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.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 EXPERIENCEExperience 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.#BetterDaysStartNowPhysical Job RequirementsThe above statements are intended to describe the general nature and level of work being performed by employees assigned to this position, but they are not an exhaustive list of all the required responsibilities and skills of this position.Benefits & CompensationMiniMed offers a competitive salary and flexible benefits packageAt MiniMed, we put people first. A commitment to our employees lives at the core of our values: We recognize their contributions. They share in the success they help create. We offer a wide range of benefits, resources, and competitive compensation plans designed to support you at every stage of your career and life.About MiniMedWe want to make every day a better day for people living with diabetes. Our team of creative innovators around the globe share a passion for finding the simplest solutions to the problems that people with diabetes face on a daily basis. For more than 40 years, we've been redefining what's possible, from intelligent dosing systems designed for real life to predictive insights that stay a step ahead, and we're dedicated to continuing to support our customers through every step of their journey — meeting them where and how they need it.