Administrative Assistant To the CEO (Closed)

src="images/6.png" alt="">3 - 6 years in relevant area Full-Time

Role Description

This is a full-time role as the Administrative Assistant to the CEO. As the Administrative Assistant, you will be responsible for providing executive administrative assistance to the CEO, managing expense reports, providing general administrative assistance, managing communication, and calendaring.

Administrative Support:

• Manage the CEOs schedule, including arranging meetings, appointments, and travel itineraries.
• Screen and manage phone calls, emails, and other communications, prioritizing and responding as appropriate.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle confidential information with discretion and professionalism.

Project Coordination:

• Assist in the planning and execution of various projects, including product launches, marketing campaigns, and corporate events.
• Coordinate with internal teams and external stakeholders to ensure project deadlines are met.
• Track project progress and report updates to the CEO.

Communication Liaison:

• Act as a liaison between the CEO and other departments, external partners, clients, and vendors.
• Ensure effective communication within the executive team and across the organization.
• Draft and distribute internal communications on behalf of the CEO.

Research and Analysis:

• Conduct research on industry trends, competitors, and market opportunities to support strategic decision-making.
• Prepare reports, summaries, and presentations based on research findings.
• Analyze data and provide insights to the CEO to inform business strategies.

Meeting Support:

• Prepare agendas, documents, and presentations for meetings attended by the CEO.
• Take minutes during meetings and follow up on action items.
• Coordinate logistics for meetings, including room bookings and catering.

Time and Task Management:

• Assist the CEO in managing their time effectively, prioritizing tasks and deadlines.
• Maintain to-do lists and reminders for important tasks and deadlines.
• Anticipate the CEOs needs and proactively address them.

Relationship Management:

• Cultivate and maintain relationships with key stakeholders, including board members, investors, and clients.
• Manage the CEOs professional network, including scheduling networking events and maintaining contacts.

Special Projects and Initiatives:

• Take on special projects and initiatives as assigned by the CEO, which may involve research, analysis, and implementation of new processes or strategies.

Confidentiality and Discretion:

• Handle sensitive information with the utmost confidentiality and discretion.
• Maintain a high level of professionalism and integrity in all interactions and communications.

Continuous Improvement:

• Identify opportunities for process improvement and efficiency within the executive office.
• Provide feedback and suggestions to the CEO for optimizing workflow and productivity.

Overall, as a personal assistant to the CEO in the medical device industry, your role is to provide comprehensive support to ensure the CEO can focus on strategic priorities and business growth. Your ability to multitask, communicate effectively, and maintain confidentiality will be essential for success in this role.

Qualifications

• Must have: Experience in executive administrative assistance, expense report management, and general administrative assistance, preferably in the healthcare or medical device industry.
• Strong communication skills, both written and verbal
• Ability to efficiently manage calendars and schedule appointments
• Excellent organizational and time management skills
• Proficiency in Microsoft Office Suite
• Attention to detail and problem-solving skills
• High level of discretion and confidentiality
• Bachelors degree in Business Administration or related field