Executive Assistant

About the role

The Executive Assistant will serve as a vital connection between executives, teams, and external stakeholders. You will manage executive calendars, schedule meetings, and facilitate communication (e.g., monthly 1:1s, leadership meetings, cross-functional events).

Responsibilities

• Point of Contact - Serve as the liaison between executives and internal/external clients.
• Schedule Meetings - Manage executive calendars, schedule meetings, and facilitate communication.
• Administrative Support - Provide support across Operations, Quality/Regulatory, and R&D, including supply management, travel arrangements, meeting logistics, and hosting guests.
• Event Coordination - Plan and manage employee events, industry conferences, monthly doctor meetings, and R&D lab events (e.g., hotel bookings, agendas, transportation, dining arrangements).
• Travel & Expense Reporting - Administer travel programs, prepare expense reports, and track related documents.
• Recordkeeping & Documentation - Maintain electronic and paper filing systems to ensure organizational efficiency.
• Office & Supplies Management - Monitor office supplies, research suppliers, and oversee refreshment areas.
• Cross-Team Collaboration - Partner with other executive assistants to ensure seamless collaboration and serve as backup support when needed.
• Guest Services - Welcome and assist in-office guests and provide lobby/front desk coverage as required.

Qualifications

• A High School Diploma is required.
• An Associate’s degree or post-secondary education is preferred.
• Five (5) years of previous experience supporting C-Level Executives is required.