Executive Assistant, Compliance

Executive Assistant

We provide executive administrative support for assigned Executive(s) to help them accomplish their goals and objectives, ensuring efficient office and department operations. This role requires strong organizational, communication and problem‑solving skills, and a commitment to confidentiality and professionalism.

• Handle various administrative duties to support efficient office and department operations.
• Manage complex scheduling logistics, extensive calendar management, and send reminders to facilitate Executive productivity.
• Coordinate travel arrangements, including lodging, transportation and meal coordination for Executive(s).
• Prepare and file expense reports, manage purchase orders, invoice processing and related financial tasks.
• Create, edit and proofread emails, memos, correspondence, spreadsheets and other written materials to ensure accuracy and clarity.
• Maintain professionalism and strict confidentiality with all information and materials, including transcribing technical or highly confidential dictations.
• Provide program management oversight to ensure departmental deadlines are met.
• Assist in planning meetings, live or virtual, and developing agendas.
• Support departmental effectiveness by ordering equipment and supplies, handling catering orders, organizing events, and supporting travel and expense requests.
• Develop and maintain an understanding of KARL STORZ business activities, workflow and operations.
• Assist in developing department‑specific materials on behalf of Executive(s), including policies, processes, programs and training.
• Discretion in answering and screening emails and phone calls, routing inquiries as appropriate.
• Bring matters of major importance to management’s attention.
• Provide periodic relief to other Executive Assistants.
• Collaborate with business partners at all levels, both locally and globally, including other Executive Administrators and Executives within KARL STORZ.
• Other duties as assigned.

7+ years minimum of relevant experience as an Assistant to Executives or C‑level leaders.

AA degree.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and ability to learn new systems.

• Diplomatic interpersonal skills across all organizational levels.
• Detail‑oriented problem solver with experience in program management.
• Ability to manage multiple priorities, follow‑through and meet deadlines.
• Strong common sense, judgment, pragmatism, tact, diplomacy, and professionalism.
• Exceptional organizational, analytical and interpersonal skills.
• Expert presentation and written and verbal communication skills.
• Team‑oriented, flexible, adaptable, responsive to colleagues.
• Vendor management skills and ability to support Executives and departments.
• Accurate typing with standard business vocabulary and grammar.
• Conflict resolution skills.
• Judgment to determine escalation or independent action.
• Creativity and fun approach to team activities and morale.

5+ years of experience, BA degree.

• Maintain productive working relationships with colleagues and Executives.
• Contact Executive staff requiring sound judgment at internal and external levels.
• Physical requirement:
  Manual dexterity for computer and electronic work.
• Mental requirement:
  Ability to adapt and demonstrate flexibility when priorities change.
• Interpersonal and communication skills:
  Executive communication, problem solving.

• Degree of accountability:
  Closely supervised.
• Decision making:
  Limited in scope.
• Financial/Budgetary:
  Responsible for following Executive guidance and department protocols.
• Safety:
  Adhere to KARL STORZ Safety protocols.
• Quality:
  Adhere to KARL STORZ Quality Management System.
• Supervision:
  Does not supervise others.
• Authority to sign:
  Not applicable for North America.
• Travel:
  Up to 10% travel during the year.

Other duties consistent with the general nature and focus of the job and/or the goals and objectives of the department may be assigned.

Note for U.S. only:
Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

$ – $ (annual)

Mid‑Senior level

Full‑time

Administrative

Medical Equipment Manufacturing