Executive Assistant

About the role

Heartstream is building on our 40+ year legacy of growth and innovation in emergency medical technology to continue passionately pursuing our mission of saving lives, lowering the cost of healthcare, and advancing the science of resuscitation while serving the public access AED, EMS, military, and hospital market segments. Heartstream includes leading brands and products like HeartStart AEDs, Intrepid and DFM100 monitor defibrillators, Tempus monitor and Tempus ALS systems, and Corsium and ECI informatics solutions. As an Executive Assistant, you will provide high-level administrative, operational, and organizational support to senior leaders, enabling them to focus on strategic priorities and business outcomes. You will serve as a trusted partner, ensuring the efficient management of executive activities while fostering strong relationships across the organization.

Responsibilities

• Support one or more executives with complex administrative, operational, and strategic activities while exercising sound judgment and maintaining confidentiality.
• Act as a key liaison between executives and internal/external stakeholders, managing communications with professionalism, tact, and discretion.
• Coordinate complex calendars, meetings, and scheduling requirements across multiple time zones while proactively managing conflicts and changing priorities.
• Prepare executive-level reports, presentations, correspondence, agendas, meeting minutes, and follow-up action plans to support informed decision-making.
• Manage domestic and international travel arrangements, including visas, itineraries, accommodations, transportation, and contingency planning.
• Organize and oversee high-profile meetings, events, workshops, and conferences, ensuring seamless execution and stakeholder engagement.
• Maintain accurate records, files, and documentation while ensuring effective document management practices.
• Process expense reports and support budget management activities, ensuring compliance with company policies and procedures.
• Support executive communication initiatives by coordinating announcements, updates, and key messages across a variety of channels.
• Identify opportunities to improve processes within the executive office and implement solutions that enhance efficiency and effectiveness.
• Collaborate across functions and levels of the organization, building strong relationships and contributing to a culture of impact, accountability, and care.
• May provide guidance, coaching, or coordination for administrative support staff and key stakeholders as required.

Requirements

You've acquired 4+ years of experience in executive administration, administrative support, office management, clerical support, or a related field supporting senior leaders in a fast-paced, start‑up business environment. You're a highly organized, proactive, and adaptable professional with exceptional communication and interpersonal skills, able to remain calm under pressure and adapt quickly to change or ambiguity. You demonstrate discretion when handling confidential information, can effectively prioritize competing demands, and excel at building relationships with stakeholders at all levels of the organization.

Skills

• Executive and Administrative Support
• Stakeholder Management
• Microsoft Office Suite (Outlook, PowerPoint, Excel, Word, Teams)
• Calendar and Meeting Management
• Travel and Reservation Management
• Event Planning and Event Operations
• Budget and Expense Management
• Documentation, Reporting, and Record Management
• Business Communication and Correspondence
• Data Analysis and Information Interpretation
• Process Improvement
• People leadership or team coordination experience (bonus)

Qualifications

You have a High School Diploma, Vocational Education, Bachelor's Degree, or equivalent qualification.

Benefits

• Annual incentive bonus
• Generous PTO
• 401(k) with up to 7% company match
• HSA with company contribution
• Stock purchase plan
• Education reimbursement

Pay

The pay range for this position is $35.00 to $50.00 per hour. The