Executive Administrator

OverviewWe are seeking a dynamic, polished, and highly organized Executive Administrator to join our growing team at an FDA-registered international medical device distribution company focused on regenerative medicine. This vital role offers the opportunity to support company leadership through executive-level administrative assistance, project coordination, office management, and operational support in a fast-paced entrepreneurial environment.The ideal candidate thrives under pressure, communicates professionally, anticipates needs before they arise, and brings strong organizational skills, energy, discretion, and proactive problem-solving abilities to ensure smooth daily operations. This position is ideal for someone passionate about delivering exceptional support while helping drive company growth and maintaining a positive, high-performance workplace environment.DutiesProvide comprehensive executive administrative support including calendar management, scheduling meetings, appointments, and coordinating executive prioritiesServe as a professional point of contact between executives, physicians, customers, vendors, strategic partners, and internal stakeholdersDraft, proofread, transcribe, and manage professional correspondence, reports, presentations, and meeting materials with exceptional attention to detail and confidentialityOrganize meeting agendas, briefing materials, notes, follow-up tasks, and project tracking to ensure accountability and completion of deliverablesOrganize and maintain filing systems, records, contracts, and internal documentation through efficient data entry and administrative processesOversee office management tasks such as supply ordering, equipment maintenance, and front desk responsibilities to create an organized work environment.Support bookkeeping activities using QuickBooks, including invoicing, expense tracking, and basic bookkeeping duties.Support reseller, client, and agent meetings including scheduling, logistics, materials preparation, note-taking, and follow-up coordinationHelp improve systems, workflow organization, communication, and operational efficiency across departmentsExperience3–5+ years of Executive Assistant, Executive Administrator, Office Manager, Personal Assistant, or high-level administrative experience preferredExceptional organizational, multitasking, and follow-through skills with a strong sense of urgency and ownershipExcellent written and verbal communication skills with the ability to draft professional emails and presentationsHigh level of professionalism, discretion, and judgment when handling confidential informationStrong proficiency with Microsoft Office Suite, Google Workspace, Zoom, Teams, Slack, QuickBooks, DocuSign, Odoo, Asana, or similar productivity platformsComfortable interacting with physicians, medical professionals, vendors, and business stakeholdersPrior experience in medical device, healthcare, aesthetics, biotech, or regulated industries is strongly preferredBachelor’s degree preferred or equivalent professional experienceWhat We OfferOpportunity to work closely with the CEO and executive team in a high-impact role with visibility across the organization.A mission-driven, entrepreneurial environment at the intersection of medical devices, aesthetics, and regenerative medicine where your contributions will directly support company growth and improve patient outcomes.State your income requirements in your cover letter and why you are the ideal candidate for this position; this is mandatory.We do not want to waste your time or ours; without a cover letter, your resume will not be considered. Your communication skills are integral to the job.Benefits:Flexible schedulePaid time offWork Location: In person