Executive Administrative Assistant

Position Summary

The Executive Administrative Assistant provides comprehensive executive, administrative, and operational support to senior MedTech Supply Chain leadership. This role serves as a key coordination point across senior leaders, executive assistants, functional teams, business partners, and external stakeholders. The position is responsible for managing complex executive schedules, coordinating leadership meetings and business events, supporting travel and onsite logistics, facilitating executive communications, and coordinating key business processes and administrative workflows.

Key Responsibilities

Executive Calendar and Priority Management

• Manage complex and frequently changing executive calendars involving senior leaders and cross-functional stakeholders.
• Coordinate meetings across multiple functions, locations, and time zones while considering executive travel and competing business priorities.
• Assess scheduling conflicts, identify alternatives, and facilitate solutions that support leadership priorities.
• Coordinate recurring and long-range executive meetings, including annual business-cycle planning.
• Partner closely with other executive assistants to align schedules across leadership teams.

Executive Meeting and Event Coordination

• Coordinate executive leadership meetings, organizational events, team gatherings, site visits, and special business sessions.
• Partner with business teams and administrative colleagues to coordinate meeting dates, executive participation, venues, attendance, agendas, and related logistics.
• Manage changes to meeting arrangements and develop alternatives when executive availability or business circumstances change.
• Coordinate executive participation in global meetings, including complex time-zone considerations.

Executive and Stakeholder Communications

• Serve as a key administrative point of contact between senior leadership and internal and external stakeholders.
• Facilitate timely communication and follow-up across executives, executive assistants, functional teams, project teams, and business partners.
• Prepare and coordinate leadership communications and supporting materials.
• Ensure appropriate stakeholders are informed of decisions, changes, deadlines, and actions requiring attention.
• Maintain professional relationships across a geographically dispersed and cross-functional organization.

Business Process and Operational Support

• Coordinate administrative activities supporting executive and organizational business priorities.
• Track requests, documentation, approvals, deadlines, and other activities requiring leadership attention.
• Facilitate information flow between executive leadership and business teams.
• Support special projects and cross-functional initiatives requiring executive-level administrative coordination.
• Anticipate administrative and operational requirements and help resolve issues that could affect leadership commitments.

Procurement, Purchase Order and Vendor Coordination

• Provide administrative coordination for procurement-related activities involving Statements of Work, vendor processes, purchase-order requests, and leadership approvals.
• Work with internal stakeholders and external vendors to facilitate required documentation and administrative processes.
• Monitor the status of requests and communicate progress to appropriate business stakeholders.
• Coordinate items requiring executive review or approval.

Leadership and Organizational Process Coordination

• Provide administrative coordination for leadership and organizational processes involving multiple senior stakeholders.
• Manage scheduling, document collection, communications, and deadlines associated with leadership review cycles.
• Coordinate required materials in advance of executive discussions and review meetings.
• Handle sensitive organizational and employee information with appropriate confidentiality and discretion.

Travel, Site Visit and Executive Logistics

• Support executive travel and related business logistics in partnership with appropriate internal teams and administrative colleagues.
• Coordinate administrative details associated with site visits and executive participation in off-site activities.
• Communicate requirements and logistical information needed to support executive visits.
• Respond to changing travel and scheduling requirements and coordinate resulting calendar adjustments.

Administrative Team Collaboration

• Build strong working relationships with executive assistants and administrative colleagues across the organization.
• Collaborate across functions to coordinate executives, meetings, events, and business activities.
• Serve as a resource and coordination point when activities span multiple leadership organizations.
• Promote clear communication, consistency, and timely follow-through across administrative partnerships.