Administrative Assistant

About the role

Reporting to the General Manager, the Administrative Assistant will provide comprehensive executive support to our General Manager and Directors in a dynamic medical manufacturing environment. This role serves as a critical liaison between executive leadership and our 1,200+ person organization, requiring exceptional communication skills, discretion, and the ability to manage multiple priorities in a fast-paced healthcare industry setting.

What a typical day looks like

• Manage calendars for General Manager and Directors, coordinating meetings
• Prepare and edit executive-level documents
• Screen and prioritize incoming communications
• Coordinate travel arrangements and expense reporting
• Prepare briefing materials and agenda items for executive meetings
• Organize and facilitate executive meetings
• Take detailed meeting minutes and distribute action items
• Plan and execute executive events and customer visits
• Coordinate quarterly business reviews and annual planning sessions
• Serve as primary point of contact between executives and internal/external partners
• Track and follow up on key initiatives and deadlines
• Assist with special projects
• Maintain confidential files and records
• Interface with manufacturing, quality assurance, supply chain, and site support functions
• Coordinate with HR on executive recruiting and organizational changes
• Manage executive expense reports and budget tracking
• Support customer relations activities and staff meeting preparations

Qualifications

• Bachelor's degree preferred or equivalent combination of education and experience
• Minimum 9 years of administrative experience supporting executive leadership
• Experience in manufacturing, healthcare, medical devices, or regulated industries strongly preferred
• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook)
• Excellent written and verbal communication skills with ability to interact professionally at all organizational levels
• Strong organizational skills with proven ability to manage multiple competing priorities
• High level of discretion and ability to handle confidential information
• Detail-oriented with strong problem-solving capabilities