Executive Assistant & Marketing Operations Coordinator

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We are seeking to hire an Executive Assistant & Marketing Operations Coordinator. This position combines two closely connected roles, Executive Assistant and Marketing Assistant, supporting the Vice President, Global Marketing & Sales and the broader Marketing and Sales organization. The successful candidate will be a highly organized, service-oriented professional who thrives in a fast-paced environment, demonstrates exceptional judgment and discretion, and serves as a highly trusted partner to senior leadership.

This role requires the ability to independently own marketing operations, purchasing workflows, and event execution while delivering outstanding internal and external customer service. The position is based at our Hoffman Estates, IL headquarters and demands strong interpersonal skills, attention to detail, and the ability to manage multiple priorities with confidence.

You are responsible for:

Executive Assistant Responsibilities

• Providing high-level administrative support to the Vice President, Global Marketing & Sales

• Managing calendars, scheduling meetings, coordinating travel arrangements, and preparing expense reports

• Handling highly confidential and time-sensitive information with professionalism and discretion

• Coordinating meetings, including reserving conference rooms and equipment and arranging catering

• Supporting customer meeting coordination and logistics

• Tracking approvals, signatures, and follow-ups on open items and action plans

• Maintaining departmental organizational charts

• Serving as a point of contact for facilities and IT helpdesk requests

• Assisting with preparing and editing presentations and other executive materials

• Supporting interview scheduling and new hire onboarding

• Coordinating special projects and departmental initiatives as needed

• Acting as a resource for organizational policies and procedures

Marketing Assistant Responsibilities

• Supporting marketing and sales operations through purchasing and vendor management activities

• Managing the internal purchasing process, from initial approvals through invoice payment

• Creating and maintaining vendor accounts

• Managing marketing collateral and internal marketing systems and tools (e.g., MSC tools)

• Supporting and participating in trade shows, internal events, and customer meetings (e.g., SNMMI, RSNA)

• Providing onsite support for trade shows and events as required

• Coordinating customer meetings at the Hoffman Estates site, including room reservations, equipment, catering, and transportation

• Assisting with onboarding and internal training for processes, procedures, tools, and platforms

• Serving as a compliance and policy resource for the marketing department

Minimum Qualifications:

• Associate’s degree required; Bachelor’s degree preferred

• Minimum of 5 years of Executive Assistant or comparable administrative experience supporting senior-level leaders

• Ability to thrive in a fast-paced, dynamic environment while managing multiple priorities with minimal supervision

• Strong organizational, time-management, and prioritization skills with exceptional attention to detail

• Proven ability to interface professionally and effectively with employees and stakeholders at all levels, including external customers

• Advanced proficiency in Microsoft Office tools, including Outlook, Word, Excel, PowerPoint, and MS Teams, with experience in calendar management and expense reporting

• Experience using expense reporting tools and supporting administrative or operational workflows

• Willingness and aptitude to quickly learn new tools and platforms and become a subject-matter expert or superuser

• Professional, respectful, and diplomatic communication style, both written and verbal

Who we are: We are a team of more than 72,000 highly dedicated Healthineers in more than 70 countries. As a leader in medical technology, we constantly push the boundaries to create better outcomes and experiences for patients, no matter where they live or what health issues they are facing. Our portfolio is crucial for clinical decision-making and treatment pathways.

How we work: When you join Siemens Healthineers, you become one in a global team of scientists, clinicians, developers, researchers, professionals, and skilled specialists, who believe in each individual’s potential to contribute with diverse ideas. We are from different backgrounds, cultures, religions, political and/or sexual orientations, and work together, to fight the world’s most threatening diseases and enable access to care, united by one purpose: to pioneer breakthroughs in healthcare. For everyone. Everywhere. Sustainably.

To find out more about Siemens Healthineers businesses, please visit our company page here.

The base pay range for this position is:

Factors which may affect starting pay within this range may include geography/market, skills, education, experience, and other qualifications of the successful candidate.

If this is a commission eligible position the commission eligibility will be in accordance with the terms of the Company's plan. Commissions are based on individual performance and/or company performance.

The Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan. life insurance, long-term and short-term disability insurance, paid parking/public transportation, paid time off, paid sick and safe time.

Equal Employment Opportunity Statement: Siemens Healthineers is an Equal Opportunity and Affirmative Action Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment without regard to their race, color, creed, religion, national origin, citizenship status, ancestry, sex, age, physical or mental disability unrelated to ability, marital status, family responsibilities, pregnancy, genetic information, sexual orientation, gender expression, gender identity, transgender, sex stereotyping, order of protection status, protected veteran or military status, or an unfavorable discharge from military service, and other categories protected by federal, state or local law.

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Reasonable Accommodations: Siemens Healthineers is committed to equal employment opportunity. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations.

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Export Control: “A successful candidate must be able to work with controlled technology in accordance with US export control law.” “It is Siemens Healthineers’ policy to comply fully and completely with all United States export control laws and regulations, including those implemented by the Department of Commerce through the Export Administration Regulations (EAR), by the Department of State through the International Traffic in Arms Regulations (ITAR), and by the Treasury Department through the Office of Foreign Assets Control (OFAC) sanctions regulations.”

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