Executive Assistant

Job Description

Job Description

EXECUTIVE ASSISTANT

For more than 20 years, BioTAB Healthcare, LLC has supported patients with lymphatic, wound, and circulatory disorders through proven treatment solutions. Headquartered in Missouri, we provide pneumatic compression devices and personalized service to help improve patient outcomes and quality of life. As a family-owned company, we take pride in delivering expert care with a personal touch service. 

The Executive Assistant provides high-level operational support for the BioTAB Healthcare Executive Leadership team (CEO, CTO et.al.). This role requires exceptional precision, proactive coordination, and the ability to maintain absolute confidentiality while supporting the governance and operational needs of our Executive team. This role provides administrative and organizational support, ensuring seamless workflows & task organization.

Key Responsibilities

1. Board Administration

1. Administrative support for board-driven initiatives, tracking strategic action items, and helping ensure all deadlines and commitments are met with rigorous follow-through.
2. Coordinates project resources, schedules, and communications, ensuring consistent information flow and documenting project outcomes.
3. Monitors action items and deadlines, issues reminders, and identifies potential operational bottlenecks.
4. Synthesizes complex discussions, extracts action items, and drafts formal minutes and corporate records.
5. Coordinates meeting logistics (scheduling, video links, catering) and drafts professional correspondence.
6. Prepares and distributes pre-meeting briefing materials to ensure all attendees are fully informed and prepared for discussions.
7. Facilitates post-meeting follow-up processes, ensuring that all board decisions are formally recorded and communicated to relevant stakeholders.

2. Executive Administration

1. Assisting with board schedules, managing logistics for executive sessions, travel, meetings and handling high-stakes correspondence with professionalism.
2. Manages complex calendars for assigned leaders, resolving scheduling conflicts and optimizing time for high-priority initiatives.
3. Serves as the primary point of contact for Executive level inquiries, ensuring timely and professional responses while maintaining appropriate boundaries.
4. Securely organizing, compiling, and distributing highly sensitive written communications. 
5. Maintains absolute discretion regarding corporate strategy and patient-related data.
6. Manages expense reporting, assists in planning Executive and corporate events as needed.
7. Implements and maintains rigorous access controls for all digital and physical materials to prevent unauthorized disclosure.

Qualifications

Communication: Collaborate with various stakeholders, including non-executive teams, using strong communication and interpersonal skills to facilitate effective teamwork.

Strategic Thinking: Understand complex business goals and assist in translating executive directives into organized operational tasks.

Analytical Skills: Identify root causes of operational issues and implement corrective and preventive actions using strong analytical and problem-solving skills.

Attention to Detail: Ensure accuracy in systems, records, documentation, and all inbound and outbound communications.

Organizational and Time Management: Manage a high volume of work, coordinate multiple project streams, and ensure the timely processing of information.

Experience 

• 3–5 years of administrative or operational experience in a corporate governance, legal, or executive support role.
• Associate’s or Bachelor’s degree in Business Administration, Paralegal studies or  or Legal or a related field (preferred).
• Demonstrated success managing complex projects, tracking deliverables, and maintaining rigorous follow-through in fast-paced environments.
• Proven track record of handling sensitive, non-public, or privileged information with absolute discretion and integrity.
• Direct experience supporting senior leadership or Boards of Directors, including minute-taking, agenda preparation, and meeting facilitation.
• Advanced proficiency in professional office suites (GSuite) and collaborative project management platforms (Monday) and data management with both Sheets & Excel.
• Experience navigating highly regulated industries, with an understanding of privacy standards.

Job Requirements & Physical Demands 

• Must be able to lift 40 pounds, must be able to lift 40 pounds from the floor and lift to waist level. 
• Must be able to kneel, stoop, climb stairs and reach with hands and arms. 
• Reliable work transportation. 
• Candidates must pass an extensive background check. 
• Strict adherence to HIPAA, Medicare Fraud, Waste, and Abuse and privacy regulations in all patient interactions. 

This job description outlines essential duties but is not exhaustive. Employees may be assigned other tasks. All duties are subject to modification for disability accommodation. Successful performance requires specific skills and abilities. This document sets minimum requirements and does not imply an employment contract. The company is an equal opportunity employer, drug-free workplace, and complies with ADA regulations as applicable. BioTAB Healthcare is an equal opportunity employer and drug-free workplace. All duties are subject to modification for disability accommodation in compliance with ADA regulations. This document outlines minimum requirements and does not imply an employment contract.

BioTAB Healthcare is an Equal Opportunity Employer. We are committed to fostering, cultivating, and preserving a culture of diversity, equity, inclusion, and belonging. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally protected status.

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