Executive Administrator

Executive AdministratorJob Type: Full Time Location: Hybrid (Dallas, TX Office & Remote) Reports to: Director, People & Culture Perimeter Medical Imaging AI is a pioneering medical technology company driven to transform cancer surgery with advanced imaging tools that address unmet medical needs. Cancer is a global challenge, and our goal is to improve patient outcomes and lower health care costs. With headquarters in Toronto, Canada and U.S. headquarters in Dallas, Texas, Perimeter technology delivers ultra-high-resolution imaging to help surgeons as they work to reduce re-excisions, adding real-time clarity on margin status in the operating room. As our Executive Administrator, you will be the organizational glue that keeps our company moving forward. In this dynamic, highly visible role, you will wear three essential hats: providing strategic administrative support to our leadership team, managing the day-to-day operations of our Dallas workspace to ensure a productive environment, and support the People & Culture team. We are looking for a proactive problem-solver with exceptional emotional intelligence, a passion for building great company culture, and the ability to seamlessly pivot from planning an executive offsite to onboarding our newest hire. If you are a master of prioritization who thrives in a fast-paced environment where no two days are the same, we want you on our team. Key ResponsibilitiesManage complex and dynamic calendars for C-level executives, proactively resolving conflicts and prioritizing time based on business objectives. Coordinate all logistics for domestic and international travel, including detailed itineraries. Act as the primary gatekeeper for the executive team, fielding incoming requests and redirecting them to the appropriate department when necessary. Draft, edit, and format executive communications, presentations, and meeting agendas, send out meeting minutes and own follow ups. Support board of directors and board committee meetings with scheduling, agenda, and preparing minutes Attend leadership meetings to capture accurate minutes and track action items to completion. Support C-level communications, including messaging and deliverables such as slide decks, emails, and other communication across various channels Office ManagementServe as the primary on-site office manager of the Dallas office Oversee daily office operations to ensure a safe, welcoming, and highly functional workspace for all employees and visitors. Manage relationships with building management, cleaning staff, IT support, and other facility vendors. Monitor and procure office supplies, kitchen inventory, and hardware within the established monthly budget. Spearhead company culture initiatives by planning and executing team offsites, holiday parties, and social events. Manage visitors, handling incoming mail, and managing shipping logistics. Human Resources AdministrationFacilitate a seamless onboarding and offboarding experience, including desk setup, IT provisioning, and conducting first-day orientations. Maintain accurate and highly confidential employee files, updating the HRIS (Human Resources Information System) with payroll and benefits data. Support the talent acquisition process by scheduling candidate interviews, communicating with applicants, and managing the Applicant Tracking System (ATS). Serve as the first line of support for general employee inquiries regarding company policies, benefits enrollment, and time-off requests. Assist the HR Director with performance review tracking, and compensation and benefits letters, including drafting company-wide HR and finance related communications. Skills & QualificationsMinimum 5 years of experience in a similar capacity Bachelor's degree, associate's degree, or post-secondary education in business administration or related areas, or a combination of education and experience. Tech savvy and proficient in MS Office, Google Suite, AI tools (Gemini, Chat GPT) BambooHR, TriNet, and expense management systems (Ramp); nice to have experience working with CRM systems. Strong verbal and written communication skills, and exceptional interpersonal skills. Experienced and confident communicating with the Board of Directors, shareholders, investors, customers, and employees throughout the organization. Handles situations with a high degree of discretion and confidentiality. High attention to detail, effective follow-through, and good problem-solving abilities. WorkstyleAbility to manage time effectively across multiple time zones and countries (United States & Canada) Aptitude to work under pressure in a fast-paced environment; demonstrated ability to juggle competing demands and changing priorities, while meeting tight deadlines. Capacity to exercise sound judgment, discretion, and preserve confidentiality. Known for honesty, integrity, and a strong desire to succeed. Self-motivated, confident, strong work ethic, and ability to take initiative even in ambiguous situations. Adept at effectively interacting and working with a remote leadership team. Working ConditionsTravel required within the United States and Canada ( Ability to lift up to 30 pounds. Perimeter Medical AI?is committed to your success and providing opportunities for career and professional advancement. We maintain a fun and outgoing, yet professional environment that truly values our employees. As part of our commitment to inclusivity, diversity, equity and accessibility, our goal is a workforce built on respect that reflects the communities we serve. We thank all applicants for their interest in Perimeter Medical AI but only those selected for an interview will be contacted.