Sr Executive Assistant (Hybrid)

Insulet Corporation; Massachusetts; Hybrid; USD 84,000 - 126,000; Full time

Job summary

Insulet Corporation is seeking a Senior Executive Assistant to provide exceptional support to the Chief Medical Officer and senior leadership. This hybrid role prioritizes strong communication, multitasking abilities, and extensive experience in administrative support, all within a collaborative environment focused on improving lives for patients with diabetes.

Qualifications

• 7+ years supporting C-level executives required.
• Experience managing complex tasks and projects.
• Ability to act independently and use discretionary judgment.

Responsibilities

• First point of contact for the CMO and her/his team.
• Manage scheduling and calendar coordination.
• Plan events and organize meetings effectively.

Skills

Detail-oriented

Exceptional multitasking

Strong communication skills

Project management

Team-oriented

Education

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Concur

SAP

Job description

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Position Overview

The Senior Executive Assistant provides support to the Chief Medical Officer (CMO) and the VP(s) reporting to the CMO. The ideal candidate will be a detail-oriented professional with exceptional multitasking abilities, capable of managing a wide range of administrative and executive support tasks. This role requires strong communication skills, a high level of discretion, and the ability to work independently.

Position Overview

The Senior Executive Assistant provides support to the Chief Medical Officer (CMO) and the VP(s) reporting to the CMO. The ideal candidate will be a detail-oriented professional with exceptional multitasking abilities, capable of managing a wide range of administrative and executive support tasks. This role requires strong communication skills, a high level of discretion, and the ability to work independently.

Responsibilities

• First point of contact, in person or virtual for the CMO and her/his LT (when needed)
• Scheduling and Calendar Management: Coordinate and manage the CMO and VPs’ calendars, scheduling meetings, appointments, and conferences. Ensure efficient time management and prioritize requests based on urgency and importance. Manage all meeting details such as room reservations, preparing agendas, securing necessary IT equipment, initializing presentations, catering, and attendee updates.
• Coordinate and align the Medical/ Clinical calendar with the annual enterprise calendar.
• Expense Management: Manage corporate card expenses for the CMO and the VP(s). Prepare and submit expense reports through Concur, ensuring accuracy and compliance with company policies. Track and reconcile expenses on a regular basis.
• Meeting Coordination: Organize and coordinate meetings within MS Team, live or other platforms, including preparing agendas, taking minutes, and following up on action items. Arrange conference calls and video conferences as needed. Produce presentations for meetings and Town Halls. Facilitate the monthly Medical and Clinical Town Hall.
• Event Planning: Plan and execute team offsite meetings, events, and social gatherings. Coordinate logistics, venue bookings, catering, and other event-related tasks.
• Vendor and Purchase Order Management: Utilize SAP to create new vendor accounts and process purchase orders. Track and manage the approval process to ensure timely payments and accurate record-keeping.
• Invoice Processing: Process and track invoices, ensuring timely payment and resolving any discrepancies. Maintain accurate records of all financial transactions and communications with vendors.
• Travel Arrangements: Arrange domestic and international travel including flights, accommodations, transportation, and itineraries. Handle last-minute changes and cancellations efficiently.
• Maintain and protect highly confidential corporate information and communicate information within scope of authority.
• Perform other duties as assigned.
  
  

Education And Experience

Minimum Requirements:

• Minimum of 7 years’ experience supporting C-level executives required.
• Experience managing projects and more complex tasks which require planning, stakeholder management and strong execution.
• Experience operating effectively in medium to large multi-country organizations managing time-zone and cultural differences.
  
  

Preferred Skills And Competencies

• Bachelor’s degree preferred but not required
• Dependable, highly organized, and detail oriented.
• Demonstrated experience with problem resolution and project management skills.
• Ability to act independently and use discretionary judgment.
• Extremely knowledgeable in Microsoft Office Suite such as Outlook, Word, Excel, PowerPoint, Microsoft Teams, as well as Microsoft Smartsheet.
• Experience with Concur and SAP systems is highly desirable
• Exceptional verbal, written, presentation, and communication skills.
• Ability to handle multiple priorities at any given time.
• Team-oriented with excellent interpersonal skills.
  
  

Requirements

Physical Requirements (if applicable):

• Some travel may be required and will be based on business needs.
  
  

NOTE: This position is eligible for hybrid working arrangements and requires on-site work from an Insulet office at least three (3) days per week.

Additional Information

The US base salary range for this full-time position is $84,000.00 - $126,000.00. Our salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position in the primary work location in the US. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your Talent Acquisition Specialist can share more about the specific salary range for your preferred location during the hiring process. Please note that the compensation details listed in US role postings reflect the base salary only, and do not include bonus, equity, or benefits.

Insulet Corporation (NASDAQ: PODD), headquartered in Massachusetts, is an innovative medical device company dedicated to simplifying life for people with diabetes and other conditions through its Omnipod product platform. The Omnipod Insulin Management System provides a unique alternative to traditional insulin delivery methods. With its simple, wearable design, the tubeless disposable Pod provides up to three days of non-stop insulin delivery, without the need to see or handle a needle. Insulet’s flagship innovation, the Omnipod 5 Automated Insulin Delivery System, integrates with a continuous glucose monitor to manage blood sugar with no multiple daily injections, zero fingersticks, and can be controlled by a compatible personal smartphone in the U.S. or by the Omnipod 5 Controller. Insulet also leverages the unique design of its Pod by tailoring its Omnipod technology platform for the delivery of non-insulin subcutaneous drugs across other therapeutic areas. For more information, please visit insulet.com and omnipod.com.

We are looking for highly motivated, performance-driven individuals to be a part of our expanding team. We do this by hiring amazing people guided by shared values who exceed customer expectations. Our continued success depends on it!

At Insulet Corporation all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Medical Equipment Manufacturing

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