Executive Assistant

Job Title: Executive Assistant

Reporting To: Chief Executive Officer

Position Overview:

The Executive Assistant provides high-level administrative, organizational, and strategic support to the CEO and office of the CEO.

Responsibilities:

Executive Support

• Manage the CEOs complex calendar, scheduling meetings, travel and priorities to maximize efficiency
• Track action items, deadlines, and follow-ups from meetings and ensure completion
• Serve as a trusted gatekeeper, handling communications and inquiries with professionalism and discretion
• Manage meetings with direct reports and ensure alignment with priorities

Strategic & Operational Support

• Act as a liaison between the CEO and internal teams, board members, external partners, and stakeholders
• Support preparation for board meetings, executive leadership meetings and strategic meetings
• Assist with special projects, research and initiatives as directed by the CEO
• Help streamline processes and improve operational efficiency within the executive office

Administrative Management

• Arrange domestic and international travel, including itineraries and expense management
• Maintain organized digital and physical filing systems
• Process expenses, invoices and approvals related to the CEO office
• Willingness and ability to work outside of regular business hours to support executive schedules

Education, Qualifications and Experience:

• 3+ years of experience supporting senior executives (CEO or C-suite preferred)
• Exceptional organizational and time management skills
• Strong verbal and written communication; energy, motivation, enthusiasm and integrity
• High level of discretion and professionalism
• Demonstrated sound judgment and decision-making ability
• Demonstrated proficiency in managing multiple competing priorities
• Proficiency with Microsoft Office, Excel and project management tools

Working Conditions and Health & Safety:

• Heated and air-conditioned office environment
• Employee is required to use appropriate PPE including, but not limited to, nitrile or latex gloves, lab coat, hair bonnet, shoe covers, beard cover, safety glasses, hearing protection, face shield, or respiratory mask while working in a lab or manufacturing space

Harland Medical Systems commitment to ensure employee health and safety is a priority. Personnel engaged in manufacturing shall obtain training required by ISO 13485, FDA 21 CFR part 820, FDA 21 CFR part 210 & 211, and Harland Medical Systems internal procedures, where deemed appropriate per assigned job functions.

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk and hear. The employee may be required to sit at the computer for long periods of time. The employee frequently is required to sit; stand; walk; use hands to finger, handle or feel; and reach with hands and arms.