Executive Admin Specialist - Sales & Exec Support

Baxter Healthcare; Saint Paul (MN); On-site; USD 64,000 - 88,000; Full time

Job summary

Baxter Healthcare in Saint Paul, MN is seeking an Administrative Assistant for the Respiratory Care division to support executive leaders and the local facility. You will manage calendars, travel, correspondence, and events, while coordinating with corporate staff to ensure seamless operations.

The ideal candidate has 2+ years of administrative experience, strong communication and organizational skills, and proficiency in Concur, Outlook, Ariba, and Microsoft Office.

Qualifications

• High school diploma required; Associate or Bachelor’s degree in Business, Marketing or similar is desirable.
• 2+ years related experience in an administrative capacity.
• Excellent written, verbal and interpersonal communications.
• Strong organizational skills and attention to detail.
• Project experience preferred.
• Experience interacting with a geographically dispersed team.

Responsibilities

• Screening calls, managing calendars in Outlook, expense management in Concur, correspondence, scheduling travel, and other scheduled communication of assigned leaders.
• Provide administrative support for local and corporate initiatives at the facility, including maintenance and effective interface with corporate executive staff.
• Communicate between executives and customer executives to coordinate meetings and calendars.
• Lead and prioritize various special projects from inception through completion.
• Provide administrative support for internal or external events such as client visits, carrier lunches, department meetings, sales meetings, and vendor presentations.
• Provide support and expertise on Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Handle all Marketing SOWs, invoices, creating POs in Ariba Guided Buying portal, and setting up supplier requests in Ariba Spend Management portal as needed.
• Provide support and expertise in the invoicing process and working with A/P.
• Handle regional sales tradeshow sponsorships and charitable donations, manage contracts and payments for Speakers Bureau program, Ad boards, position consultants, and maintain a compliance tracking tool for Sunshine Reporting Act.
• Run the sales new hire onboarding process including welcome packets, orientation binders, I/T equipment ordering, RH sales directory, and sales termination and transfer process.
• Support other commercial activities such as sales training events, customized clinic prescription pads, ad promo document proofreading, national tradeshow coordinating, and marketing budget tracking.
• Serve as part of front desk administrative back-up team as needed.
• Perform other similar or related administrative support duties.

Skills

Calendar management

Communication skills

Organizational skills

Problem-solving

Team coordination

Proactive attitude

Education

High school diploma

Associate or Bachelor's desirable

Tools

Outlook

Concur

Ariba

Excel

PowerPoint

Word

Job description

Baxter Healthcare in Saint Paul, MN is seeking an Administrative Assistant for the Respiratory Care division to support executive leaders and the local facility. You will manage calendars, travel, correspondence, and events, while coordinating with corporate staff to ensure seamless operations.

The ideal candidate has 2+ years of administrative experience, strong communication and organizational skills, and proficiency in Concur, Outlook, Ariba, and Microsoft Office.