About the role

  • Maintains calendar, keeps track of deadlines, coordinates travel and on/off-site meeting arrangements, and processes expense reports in a timely manner.
  • Perform clerical duties (photocopying, scanning, printing, collating, etc.) as needed in addition to maintaining files and organizing documents electronically.
  • Fulfills requests for office supplies, processes business cards and stationery requests for the Commercial team.
  • Manages vendor setup, develops purchase requisitions, and processes invoices ensuring robust information is captured in the system and in a timely manner.
  • Responsible for the Medical Device Fleet Program.
  • Set up new drivers, leases, and insurance coverage.
  • Manage the order to return process of vehicles, obtain mileage reports, and keep driver information up to date.
  • Coordinate accident repairs as well as routine maintenance.
  • Assists with on-boarding of new employees and contractors which includes equipment requests, system access, training sign-up, and other on-boarding activities as needed.
  • Conducts research, analyzes data, and prepares executive-level briefs, reports, and presentations.
  • Drive execution of initiatives and special projects, coordinating across functions and stakeholders.
  • Anticipate needs, identify challenges, and proactively address issues to ensure executive focus on high-impact initiatives.
  • Provide back-up support to other commercial executive assistants as needed.
  • Assumes other administrative responsibilities and projects as assigned by manager .

Requirements

  • High school diploma required.
  • Bachelor’s degree in business administration, communications, or related field a plus.
  • Minimum three to five years of experience in executive support or similar roles supporting senior leadership.
  • Highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.
  • Proactive and resourceful problem-solver who anticipates issues before they arise.
  • Flexible and adaptable, with a strong sense of ownership and accountability.
  • Professional presence with the ability to represent the executive internally and externally.
  • Exceptional written and verbal communication skills with the ability to craft concise executive briefs, presentations, and correspondence.
  • Ability to anticipate needs, identify priorities, and provide recommendations that are aligned with organizational goals.
  • Manage highly sensitive and confidential information with discretion, integrity, and professionalism.
  • Apply sound judgment to balance competing priorities and make recommendations that serve the best interest of the executive and organization.
  • Demonstrated ability to prioritize and execute tasks in a dynamic environment.
  • Effective problem-solving skills and demonstrated use of sound judgement.
  • Advanced proficiency with Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and collaboration tools such as Teams or Zoom.

Benefits

  • medical, dental and vision coverage
  • life insurance
  • disability
  • 401K with company contribution
  • wellness program

Job title

Executive Assistant

Job type

Experience level

Mid levelSenior

Salary

$32 - $34 per hour

Degree requirement

High School Diploma

Location requirements

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