Hybrid Executive Administrator

at Perimeter Medical Imaging AI

• Job title: Executive Administrator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Dallas, United States

About the role

• Executive Administrator managing organizational operations at Perimeter Medical Imaging AI. Supporting leadership, office management, and human resource administration in a dynamic environment.

Responsibilities

• Manage complex and dynamic calendars for C-level executives, proactively resolving conflicts and prioritizing time based on business objectives.
• Coordinate all logistics for domestic and international travel, including detailed itineraries.
• Act as the primary gatekeeper for the executive team, fielding incoming requests and redirecting them to the appropriate department when necessary.
• Draft, edit, and format executive communications, presentations, and meeting agendas, send out meeting minutes and own follow ups.
• Support board of directors and board committee meetings with scheduling, agenda, and preparing minutes.
• Attend leadership meetings to capture accurate minutes and track action items to completion.
• Support C-level communications, including messaging and deliverables such as slide decks, emails, and other communication across various channels.
• Oversee daily office operations to ensure a safe, welcoming, and highly functional workspace for all employees and visitors.
• Manage relationships with building management, cleaning staff, IT support, and other facility vendors.
• Monitor and procure office supplies, kitchen inventory, and hardware within the established monthly budget.
• Spearhead company culture initiatives by planning and executing team offsites, holiday parties, and social events.
• Facilitate a seamless onboarding and offboarding experience, including desk setup, IT provisioning, and conducting first-day orientations.
• Maintain accurate and highly confidential employee files, updating the HRIS (Human Resources Information System) with payroll and benefits data.
• Support the talent acquisition process by scheduling candidate interviews, communicating with applicants, and managing the Applicant Tracking System (ATS).
• Serve as the first line of support for general employee inquiries regarding company policies, benefits enrollment, and time-off requests.

Requirements

• Minimum 5 years of experience in a similar capacity
• Bachelor’s degree, associate’s degree, or post-secondary education in business administration or related areas, or a combination of education and experience.
• Tech savvy and proficient in MS Office, Google Suite, AI tools (Gemini, Chat GPT) BambooHR, TriNet, and expense management systems (Ramp); nice to have experience working with CRM systems.
• Strong verbal and written communication skills, and exceptional interpersonal skills.
• Experienced and confident communicating with the Board of Directors, shareholders, investors, customers, and employees throughout the organization.
• Handles situations with a high degree of discretion and confidentiality.
• High attention to detail, effective follow-through, and good problem-solving abilities.

Benefits

• Health insurance
• Professional development opportunities