Executive Assistant - VP Marketing

MiniMed; España; Híbrido; EUR 42.000 - 56.000; Jornada completa

Descripción de la vacante

MiniMed is seeking an Executive Assistant to partner with the VP of Marketing, orchestrating priorities, calendars, travel, and expense management. The role demands confidentiality, sound judgment, and strong cross-functional relationship building in a fast-paced setting.

You will coordinate virtual and in-person leadership meetings, develop agendas, manage logistics, and support budget tracking and vendor coordination. Proficiency in Microsoft 365 and SAP/Concur is essential.

Formación

• 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

Responsabilidades

• Manage complex calendars and communications, meeting operation, travel arrangements, and expense reporting for the VP of Marketing.
• Coordinate leadership virtual meetings, off-site events, and post-meeting follow-up.
• Support virtual meeting operations by managing invites, agenda inputs and attendance needs.
• Serve as a primary point of contact between the VP and internal or external stakeholders.
• Handle confidential information with discretion and professionalism.
• Assist with budget tracking, purchase requests, vendor coordination, and administrative processes.
• Prepare and format materials using Microsoft 365 apps (PowerPoint, Excel trackers, Word, Teams, OneNote, SharePoint).
• Coordinate domestic and international travel and logistics, itinerary planning, expense submission, and reconciliation via Concur.
• Administer vendor/supplier setup in SAP and coordinate with cross-functional teams.
• Maintain organized contact lists and distribution lists.
• Collaborate with regional admins to share best practices.

Conocimientos

Calendar management

MS 365

English communication

Discretion & confidentiality

Organization & multi-tasking

Dashboarding in Excel

Hybrid coordination

Herramientas

SAP

Concur

Descripción del empleo

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 not an exhaustive list of all the required responsibilities and skills of this position.

Benefits & Compensation

MiniMed offers a competitive salary and flexible benefits package

At 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 MiniMed

We 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.

MiniMed is a full-stack insulin delivery company dedicated to supporting people living with diabetes through every step of their journey — when and how they need it. With a heritage rooted in technology, empathy, and a relentless pursuit of innovation, we’re focused on one thing: making every day a better day for people with diabetes.

From our intelligent dosing systems that stay one step ahead to our always-on support when it’s needed most, we’re committed to building a connected system of care that works together and fits into everyday life, so people with diabetes can move through the day with fewer interruptions. Fewer second guesses. And more freedom to live in the moment.

We’re here to make better days possible for people with diabetes.

Joyful, messy, fully lived days. Days where things feel lighter, easier.

For more than four decades, we’ve been driven by this mission, delivering groundbreaking advancements in technology to help people live more fully, freely, and with greater confidence. At MiniMed, diabetes care is personal for us. Many of our employees have a connection to diabetes, whether they're living with it themselves or through family members and friends, and we all show up each day to help make the lives of our coworkers and loved ones easier.

Our people-first priority.

At MiniMed, we put our customers at the forefront of all we do, and that focus extends to our team as well. We're dedicated to creating a culture of belonging and providing our people with all the career-building resources you might need.

Our life-transforming technologies.

No matter what your role at our company, you're making a difference in the lives of people with diabetes. Our innovative inventions improve their day-to-day by helping lift the mental load and allowing diabetes to fade into the background, empowering them to live life on their own terms.

Our focus on the future.

We're chasing the dream of a world where people with diabetes can be free of that never-ending battle of balancing blood sugar. A world where better days are the norm, not the exception. Fresh faces and new viewpoints will help create our cutting-edge solutions and define the next generation of breakthroughs in care, so that a better day can start today.

It is the policy of MiniMed to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, MiniMed will provide reasonable accommodations for qualified individuals with disabilities.

For sales reps and other patient facing field employees, going into a healthcare settingis considered an essential function of the job and we expect our employees to comply with all credentialing requirements at the hospitals or clinics they support.

This employer participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here (https://www.e-verify.gov/employees) .

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