Executive Assistant

Executive Assistant

Location: Chicago, IL

Office Schedule: Hybrid

Salary Range: $100,000$115,000

Business Unit: Medical Device Manufacturing

Reports to: President

Position summary: Our client is seeking a highly organized, proactive, and service-oriented Executive Assistant to provide primary support to the President and coordinated administrative support to the group leadership team. This individual will own complex calendar and expense management, executive meeting and event coordination, presentation preparation, routine business paperwork, and follow-up on agreed actions and basic project milestones. The role requires sound judgment, discretion, attention to detail, and the ability to anticipate needs while working across the organization's decentralized medical businesses and corporate functions. This highly visible position is based in downtown Chicago and follows a hybrid schedule of 2/3 days per week in the office, with additional onsite support as business needs require.

About the Company

Medical Device Manufacturing Holding organization through its portfolio of companies, designs, develops, and distributes innovative specialty medical devices worldwide to improve patient care, medical treatment, and clinical outcomes. Its people, facilities, research and development capabilities, patented technologies, products, and educational programs are focused on helping healthcare professionals achieve the best possible outcomes for patients.

What you'll do:

Executive, Administrative and Group Support

Provide primary executive and administrative support to the President and coordinated support to group leaders and functions - Finance, HR, Compliance, and Continuous Improvement - as assigned.

Own and proactively manage the President's calendar, including prioritizing requests, resolving conflicts, coordinating across time zones, protecting preparation and travel time, and confirming that meeting objectives, attendees, and materials are clear.

Coordinate business travel and manage end-to-end expense reporting for the President, including reservations, itineraries, receipts, coding, submission, reconciliation, and follow-up on approvals; provide routine support to group leaders as assigned.

Coordinate and route routine paperwork and approval workflows for group leaders - including finance, HR, IT, compliance, travel, purchasing, and signature documents - ensuring completeness, timely follow-through, and organized recordkeeping.

Partner with the group Finance to track and reconcile group invoices and expenses, route approvals, and maintain monthly departmental budget and spending trackers.

Update, collate, format, and proofread PowerPoint presentations and other executive materials; maintain consistent templates and version control and ensure polished, executive-ready output.

Build, organize, and maintain group SharePoint and intranet sites, document libraries, templates, and key administrative records.

Develop positive relationships and collaborate with other Executive Assistants on projects, tasks, and communications across the organization.

Coordinate with portfolio companies and/or facilities teams on office, meeting, training, and event needs.

Handle private and sensitive matters and personal information with uncompromising integrity and confidentiality.

Foster positive and cooperative working relationships with internal and external contacts.

Exercise sound judgment and make appropriate independent decisions regarding the planning, organization, and scheduling of work within established guidelines.

Presentation, Meeting and Event Management

Plan and coordinate virtual and in-person executive meetings and events, including monthly group staff meetings, quarterly town halls and business reviews, group lunches, the annual group leadership meeting, budget meetings, leadership offsites, and other priority forums.

Work with meeting owners to develop agendas and timelines, coordinate content and pre-reads, collect and consolidate presentations, manage Teams/AV and recordings, and distribute final meeting materials.

Ensure downtown office and training spaces adhere to company protocols; coordinate meeting-space, facilities, catering, supplies, and onsite support with portfolio companies and/or facilities teams.

Coordinate end-to-end meeting and event logistics, including venues, food, hotel and travel arrangements, meeting materials, attendee communications, calendar invitations, and contingency planning.

Send timely invitations, updates, and reminders and coordinate with internal and external attendees to support strong participation and readiness.

Capture and distribute meeting decisions and action items, including owners and due dates; maintain action trackers and follow up to support timely completion.

Maintain basic project and milestone trackers for selected group initiatives, request status updates, follow up with owners, and flag missed commitments, dependencies, or emerging risks to the appropriate leader.

Coordinate logistics and general itineraries for leadership travel to group company locations.

Communications and Team Engagement

Maintain the group internal communications platform and support preparation and distribution of group-wide communications.

Maintain the annual group calendar, integrate key corporate and HR process dates, and communicate relevant meetings, deadlines, and recurring processes to the appropriate leaders and team members.

Support group team members with travel and logistics for visits to the Chicago office, as needed.

Coordinate employee recognition, year-end, milestone, and team-engagement activities.

Create and distribute ad hoc internal surveys using tools such as Microsoft Forms or SurveyMonkey; compile and summarize results for the appropriate leader.

Talent, Onboarding and Functional Support

Coordinate onboarding and offboarding logistics for group team members, including workstations, IT equipment, access, badges, orientation schedules, and required paperwork in partnership with the appropriate functions.

Partner with HR and recruiting to maintain visibility to candidate flow and interview status; coordinate interview schedules, candidate and panel logistics, travel, interview materials, feedback collection, and timely follow-up while maintaining confidentiality.

Coordinate and support corporate-sponsored training activities and events.

Provide administrative and coordination support for acquisitions, integrations, and other selected group initiatives, including meeting coordination, document organization, and basic milestone tracking.

Other duties as assigned.

What you'll bring to the role:

8+ years of progressive administrative or executive support experience, including at least 3 years supporting a senior-level executive in a complex, multi-site, or global organization.

Advanced proficiency with Microsoft 365 applications, particularly Outlook, PowerPoint, Word, Excel, Teams, and SharePoint.

Demonstrated experience managing complex executive calendars, business travel, and expense reporting with a high degree of accuracy and follow-through.

Strong PowerPoint formatting, document preparation, proofreading, and version-control skills, with the ability to produce polished executive materials.

Experience coordinating executive meetings and events and maintaining action-item or basic project milestone trackers.

Demonstrated expertise handling highly confidential and sensitive information with the utmost professional discretion.

Ability to quickly gain and sustain the trust of others.

Superb written and oral communication skills professional, clear, and succinct.

Flexibility to provide occasional early-morning, evening, or onsite support when required by executive schedules, meetings, or events.

Demonstrated problem-solving skills with the mindset to proactively anticipate needs.

Exceptional organization, attention to detail, and follow-through, with the ability to manage shifting priorities calmly and professionally.

Sound judgment and the ability to understand how schedules, decisions, actions, and projects connect, enabling the role to anticipate needs and escalate issues appropriately.

Minimal travel required (5% or less).

Disclaimer

This job description provides only a summary of the typical functions associated with this role and is not intended to represent an exhaustive or comprehensive list of all responsibilities, tasks, or duties. The actual responsibilities, tasks, and duties assigned may differ from those outlined, and additional duties may be assigned. Duties, responsibilities, and activities may change at any time, with or without notice. SmartHire is not legally responsible for any changes to the jobholder's responsibilities or activities implemented by our clients that differ from those described herein.

SmartHire is posting this position on behalf of our client, and the salary range provided is determined by the client. Actual compensation offered will depend on various factors determined by the hiring company, including candidate qualifications, experience, skills, geographic location, and internal equity considerations. SmartHire is not legally responsible for any changes in salary, benefits, or bonuses made by our clients.