Executive Assistant (f/m/d) to the Head of Marketing, Sales and Communications, Advanced Therapies

📌 Core Information 🔹 Job Title: Executive Assistant (f/m/d) to the Head of Marketing, Sales and Communications, Advanced Therapies 🔹 Company: Siemens Healthineers 🔹 Location: Forchheim, Bavaria, Germany 🔹 Job Type: Full-time 🔹 Category: Executive Assistant 🔹 Date Posted: April 11, 2025 🚀 Job Overview Key aspects of this role include: - Coordinating complex diaries and managing scheduling conflicts - Acting as the main point of contact for internal and external stakeholders - Planning meetings and workshops, and assisting in the preparation of presentations - Organizing business trips and processing travel expense reports - Providing administrative support for project planning, milestone tracking, and follow-up with key stakeholders - Supporting the design and editing of presentations - Processing orders and supporting invoice processing and reconciliation of accounts payable - Supporting other general office activities, including inventory management and processing correspondence - Working closely with other assistants in Advanced Therapies to provide back-up support as required ASSUMPTION: This role requires a high level of organizational skills, attention to detail, and the ability to work under pressure. The ideal candidate will have experience working in an international team and be culturally sensitive. 📋 Key Responsibilities ✅ Coordinate complex diaries, prioritize and resolve scheduling conflicts ✅ Act as the main point of contact for a wide range of internal and external contacts, including international guests, clients, and key opinion leaders ✅ Plan meetings and workshops, and assist in the preparation of presentations by drafting agendas, managing invitations and participants, and organizing rooms, catering, and other necessary equipment or logistics. Document the results including action points ✅ Organize business trips (flights, hotel reservations, visas, etc.) and process travel expense reports ✅ Provide administrative support for project planning, milestone tracking, and follow-up with key stakeholders as required ✅ Support the design and editing of presentations (mainly in English) ✅ Process orders and support invoice processing and reconciliation of accounts payable in accordance with internal guidelines ✅ Support other general office activities, including inventory management and processing correspondence in German and English ✅ Work closely with other assistants in Advanced Therapies to provide back-up support as required ASSUMPTION: The responsibilities listed above are not exhaustive and may change based on business needs and the evolving nature of the role. 🎯 Required Qualifications Education: - Completed vocational training Experience: - Several years of professional experience in relevant areas, e.g., in strategic planning, as an executive assistant, or similar - Several years of professional experience as an executive assistant and in dealing with internal or external managers - Experience working in an international team and being culturally sensitive Required Skills: - Proficiency in MS Office products such as Outlook, Word, Excel, or PowerPoint - Familiarity with Siemens applications and relevant processes (preferred) Preferred Skills: - Experience with specific industry software or tools ASSUMPTION: The required qualifications listed above are the minimum requirements for this role. Candidates who possess additional relevant skills and experience may be given preference. 💰 Compensation & Benefits Salary Range: €45,000 - €60,000 per year (based on industry standards for a role of this level and location) Benefits: - Competitive salary and benefits package - Comprehensive health, dental, and vision insurance - Retirement savings plan with company matching - Generous vacation and time-off policies - Employee discounts and perks - Opportunities for professional development and career growth Working Hours: Full-time (40 hours per week), with flexibility for occasional overtime as needed ASSUMPTION: The salary range provided is an estimate based on industry standards for a role of this level and location. The actual salary may vary depending on the candidate's qualifications and experience. 📌 Applicant Insights 🔍 Company Context Industry: Medical Technology Company Size: Large (72,000+ employees) Founded: 1847 (as Siemens AG) Company Description: Siemens Healthineers is a leading global medical technology company that combines over 170 years of experience and a broad portfolio of products and services to advance healthcare along the entire care continuum. With around 72,000 dedicated colleagues in over 70 countries, Siemens Healthineers is driven to shape the future of healthcare. Company Specialties: Diagnostic and therapeutic imaging, laboratory diagnostics and molecular medicine, digital health, and enterprise services. Company Website: Siemens Healthineers ASSUMPTION: Siemens Healthineers is a large, multinational corporation with a strong focus on innovation, quality, and sustainability. As a result, the company offers a wide range of career opportunities and a dynamic work environment. 📊 Role Analysis Career Level: Mid-level to senior Reporting Structure: This role reports directly to the Head of Marketing, Sales and Communications at Advanced Therapies Work Arrangement: On-site, with occasional remote work possible for certain tasks Growth Opportunities: - Potential for career progression within the Advanced Therapies division or other areas of the company - Opportunities for professional development and skill-building through training programs and mentorship - Possibility to take on additional responsibilities and projects as the team grows and evolves ASSUMPTION: This role offers a unique opportunity to work closely with senior leadership and gain valuable experience in a dynamic and growing field. The ideal candidate will be proactive, self-motivated, and eager to take on new challenges. 🌍 Location & Work Environment Office Type: Modern, professional office environment with collaborative workspaces and state-of-the-art technology Office Location(s): Forchheim, Bavaria, Germany Geographic Context: - Forchheim is a town located in the Upper Franconia region of Bavaria, Germany - The area is known for its picturesque landscapes, rich history, and strong economic ties to the healthcare and technology industries - Forchheim offers a high quality of life with a mix of urban and rural living, as well as easy access to nearby cities and cultural attractions Work Schedule: Standard business hours with flexibility for occasional overtime as needed ASSUMPTION: The work environment at Siemens Healthineers is collaborative, inclusive, and focused on employee well-being. The company offers a range of benefits and perks to support work-life balance and employee satisfaction. 💼 Interview & Application Insights Typical Process: 1. Online application submission 2. Phone or video screening with the HR department 3. In-depth interview with the hiring manager and/or team members 4. Final interview with senior leadership or HR 5. Background check and reference check (if applicable) 6. Job offer and onboarding Key Assessment Areas: - Organizational skills and attention to detail - Cultural fit and communication skills - Problem-solving abilities and adaptability - Proficiency in relevant software and tools - Ability to work under pressure and manage multiple priorities Application Tips: - Tailor your resume and cover letter to highlight relevant skills and experiences for this role - Use specific examples from your past experiences to demonstrate your qualifications - Prepare thoughtful questions to ask during the interview to show your interest in the role and company ATS Keywords: Executive Assistant, Diary Coordination, Scheduling, Meeting Planning, Travel Organization, Administrative Support, Presentation Design, Invoice Processing, Inventory Management, Bilingual Communication, Attention to Detail, Proactivity, Organizational Skills, Customer Focus, Flexibility, Independent Work ASSUMPTION: The interview process at Siemens Healthineers is designed to assess the candidate's skills, cultural fit, and potential for growth within the organization. The company values diversity, inclusion, and equal opportunity, and encourages candidates from all backgrounds to apply. 🛠️ Tools & Technologies - Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) - Siemens-specific applications and tools (as applicable) - Industry-standard software for radiopharmaceutical production and quality control ASSUMPTION: The tools and technologies required for this role are industry-standard and can be learned through on-the-job training and professional development opportunities. 👔 Cultural Fit Considerations Company Values: - Innovation – Pioneering new solutions and continuously improving existing ones - Quality – Ensuring the highest standards in all aspects of our work - Responsibility – Taking ownership and accountability for our actions and their impact - Excellence – Striving for the best in everything we do Work Style: - Collaborative and team-oriented, with a focus on open communication and active listening - Results-driven and focused on delivering high-quality outcomes - Adaptable and open to change, with a willingness to learn and grow - Committed to continuous improvement and professional development Self-Assessment Questions: - How do your personal values align with the company values listed above? - Describe a time when you had to manage a complex project or event, and how you ensured its success. - How do you handle working with diverse teams and stakeholders, including those from different cultural backgrounds? ASSUMPTION: The ideal candidate for this role will be a strong cultural fit for Siemens Healthineers, with a shared commitment to the company's values and work style. ⚠️ Potential Challenges - Managing complex diaries and scheduling conflicts for a high-level executive - Balancing multiple priorities and deadlines in a fast-paced, dynamic work environment - Working with a diverse range of internal and external stakeholders, including international guests, clients, and key opinion leaders - Adapting to changes in priorities, tasks, and work arrangements as the team and business evolve ASSUMPTION: The challenges listed above are inherent to the nature of the role and can be overcome with strong organizational skills, attention to detail, and a proactive, adaptable approach. 📈 Similar Roles Comparison - Role Differentiation: This role focuses on supporting the Head of Marketing, Sales and Communications at Advanced Therapies, with a specific emphasis on strategic planning, international collaboration, and cross-functional coordination. In contrast, other executive assistant roles may be more focused on day-to-day administrative tasks, internal communications, or event planning. - Industry Context: The medical technology industry is characterized by rapid innovation, strict regulatory requirements, and a strong emphasis on quality and patient safety. As a result, executive assistants in this field may need to develop specialized knowledge and skills related to the industry's unique demands. - Career Path Comparison: This role offers a unique opportunity to gain experience working closely with senior leadership in a dynamic and growing field. The ideal candidate will be proactive, self-motivated, and eager to take on new challenges, positioning them well for career progression within the company or the broader industry. ASSUMPTION: The comparisons listed above are intended to provide a general framework for understanding the unique aspects of this role and its potential career growth opportunities. 📝 Sample Projects - Coordinating a high-profile international conference or event, including logistics, speaker management, and on-site support - Developing and implementing a new scheduling system or tool to improve efficiency and accuracy - Managing a complex strategic planning process, including stakeholder engagement, data analysis, and report preparation - Coordinating a major product launch or marketing campaign, including cross-functional collaboration and external vendor management ASSUMPTION: The sample projects listed above are intended to illustrate the diverse and challenging nature of the role, as well as the opportunity for the ideal candidate to make a significant impact on the organization's success. ❓ Key Questions to Ask During Interview - What are the key priorities for this role in the first 30, 60, and 90 days? - How does this role fit into the broader organizational structure and strategic goals of the company? - What are the most important qualities and skills you're looking for in a candidate for this role? - How does the company support the professional development and growth of its employees? - What are the biggest challenges facing the team or department, and how can this role help address them? - How does the company foster a culture of diversity, inclusion, and equal opportunity? ASSUMPTION: The interview questions listed above are intended to help the candidate better understand the role, the team, and the company, as well as to assess their fit for the position and potential for growth within the organization. 📌 Next Steps for Applicants To apply for this position: - Submit your application through the following link: Siemens Healthineers Careers - Tailor your resume and cover letter to highlight relevant skills and experiences for this role, using specific examples and industry-specific keywords - Prepare thoughtful questions to ask during the interview to demonstrate your interest in the role and company - Follow up with the hiring manager or HR representative after your interview to express your appreciation and reiterate your interest in the position - Keep an eye on the company's career site and job board for updates and additional opportunities ⚠️ This job description contains AI-assisted information. Details should be verified directly with the employer before making decisions.