Executive Administrative Assistant

Job Title: Administrative Assistant / Executive Support (COO-Track)

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About the Role

Administrative Assistant / Executive Support professional

medical devices, healthcare, or other regulated, compliance-heavy industries

Key Responsibilities

Executive Support & Administrative Operations

• Provide high-level administrative support to senior leadership, including the CEO/COO.
• Manage calendars, meeting coordination, travel logistics, and follow-up actions.
• Draft communication materials, presentations, and executive briefs.
• Maintain confidentiality across all business and strategic initiatives.

Business Development & Client Engagement

• Assist in business development efforts, including

  outreach to medical device and healthcare companies

  .
• Conduct structured cold outreach and follow-ups, helping open doors with potential partners and clients.
• Support preparation of pitch decks, capability statements, and product documentation.

Compliance & Documentation Management

• Coordinate with regulatory bodies, partners, and industry stakeholders.
• Support documentation workflows related to compliance, quality, safety, and regulatory submissions.
• Maintain organized records, version control, and audit-ready documentation across projects.

Operational & Process Support

• Build and optimize internal operational workflows as the organization scales.
• Assist with project management, vendor coordination, and contractor oversight.
• Identify operational gaps and propose improvements to increase efficiency.
  

Preferred Experience & Skills

• Experience in medical devices, healthcare, med-tech, pharma, or other regulated sectors.

• Prior experience supporting senior executives (CEO, COO, Directors).
• Strong business acumen with the ability to understand technical, operational, and regulatory contexts.
• Excellent communication skills — written, verbal, and presentation.
• Comfortable engaging in professional discussions with clients, vendors, and regulatory bodies.
• Strong organizational skills and the ability to manage multiple priorities independently.
• Proficiency in modern productivity tools (G Suite, MS Office, project management tools, CRM systems).
  

Personality Fit

• Highly driven and motivated to take on increasing responsibility.
• Clear potential to grow into a

  COO or senior operations role

  .
• Confident, articulate, and able to represent the company in professional interactions.
• Thrives in fast-paced, dynamic environments.
• Strong work ethic with a proactive, problem-solving mindset.
  

Why This Role Is Unique

• Direct exposure to senior leadership and strategic decision-making.
• Opportunity to build operational foundations for a scaling organization.
• Growth path into an operational leadership role for high performers.
• Work at the intersection of business operations, compliance, healthcare innovation, and executive strategy.