The Executive Administrative Assistant is responsible for supporting general business office administration; managing Board, membership, and vendor relationships. This includes administrative support for travel, events, meetings, scheduling, finance administrative support including AP/AR, and Human Resources-related administrative functions. He/she provides support to the MDIC President & CEO with Board-related activities, including meeting scheduling and correspondence; meeting material development, production, and distribution; and maintaining corporate records. The Executive Administrative Assistant must be able to maintain a high level of confidentiality when dealing with CEO and Board information. In addition, this person works closely with MDIC project staff teams and contractors to support project initiatives, facilitate meeting and event logistics. The individual must have strong communications skills and event planning experience; be technically adept with administrative IT tools such as the Microsoft Office product suite. The person must be highly organized and an effective communicator. As a member of the MDIC team, the individual contributes to the general advancement of the MDIC mission and goals. This position is self-directed. The duties are crucial and the level of responsibility for the role includes analyzing and assessing situations and developing solutions independently to ensure operational and board work are accomplished.
Objectives and Responsibilities
- Provide detailed calendar management, scheduling support, and general administrative support for MDIC President & CEO, including correspondence, travel, meals & lodging, meeting materials, and expense reporting
- Manage MDIC’s Board of Directors meeting schedule including correspondence, travel, meals & lodging, technical support, and meeting materials
- Support the organization and maintenance of shared organizational files pertaining to finance, legal, and Board matters
- Provide general office management including monitoring and ordering supply inventory and maintaining the general office appearance
- Manage AP and AR for office and business-related expenses
- Ad hoc support of key events including the Annual Public Forum, MDICx webinars, and teleconferences
- Provide regular updates on progress to the MDIC President & CEO
- Support MDIC’s mission of advancing the field of medical device regulatory experience
- Bachelor of Science/Arts degree or equivalent experience
- Ability to coordinate multiple priorities and complete tasks in a timely manner
- 1-3 years’ experience supporting C-level executives including Board reporting relationships, or equivalent experience
- Ability to maintain strict confidentiality, discretion, and judgement when dealing with confidential and sensitive issues in all aspects of work
- Excellent computer skills, including Microsoft Office
- Impeccable attention to detail
- Excellent verbal and written communication skills with the ability to be both personal and professional with staff and Board members
- Excellent interpersonal and influence management skills
- Experience identifying and managing relationships with professional services vendors/consultants
- Ability to follow-up and follow through on actions as necessary
- Professional experience in MedTech or Life Science industry preferred, but not required
- Experience with Microsoft suite of products; SalesForce.com; box.com; Adobe E-Sign; WordPress; AdobeConnect; QuickBooks; Eventbrite and WebEx
- Self-directed, self-motivated and a quick learner
- Comfortable being supervised remotely and experience working with virtual teams
- The employee will report directly to the MDIC President & CEO and work closely with the Director of Operations on finance items
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
MDIC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, MDIC complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Please send resume and cover letter to email@example.com. Include the position title in the subject line of the email. Resumes will be reviewed on a rolling basis until the position is filled. No phone calls please. Only qualified candidates will be contacted by MDIC.