Executive Assistant

RESPONSIBILITIES:

• Support and maintain executive communication and correspondence files. Create letters, emails, memos, forms, or other documents; proofread and edit correspondence.
• Prepare material for meetings and presentations.
• Maintain company historical records, technical document library, regulatory approvals, instrument test reports, Confidentiality and Non-Disclosure Agreements, attorney/legal files, and expenses.
• Maintain Patents and Trademarks and ensure timely renewal.
• Maintain FDA registration and ensure annual renewal.
• Maintain and update instrument manuals. Build and maintain a version-controlled database.
• Receive, distribute, and maintain a database of technical documents received from manufacturing partners.
• Provide senior-level management support, other department managers, and staff, as needed.
• Assist the Technical/Engineering Department with the Project Management process.
• Take minutes and transcribe material, as requested.
• Review bids, contracts, and marketing materials for accuracy.
• Use of Customer Relationship Management (CRM) platform, as needed.
• Coordinate travel arrangements, including lodging, preparation of itineraries, visas, passports, and expense reports.
• Assist in coordinating company-sponsored events.
• Maintain confidentiality and discretion at all times.
• Perform other duties as assigned.

REQUIREMENTS:

• BA/BS Degree in Business preferred.
• 5+ years’ relevant experience.
• Proficient in MS Office Suite and email management.
• Experience with CRM systems is preferred, but not required.
• Some knowledge of Copyrights, Patents, and Trademarks, is a plus.
• ISO and/or FDA Regulation experience is a plus.
• Critical thinking, analytical, problem solver, good memory recall.
• Excellent organizational skills and discretionary judgment.
• Strong attention to detail.
• Professional verbal and written communication, using excellent grammar, spelling, and proofreading skills.
• Consistent, timely, and accurate status reporting.
• Strong desire to work in a team environment.
• Ability to understand and anticipate the needs of the team.
• Ability to accept and take on responsibility.