Executive Assistant – Medical Device

Our innovative and rapidly growing medical device client is seeking an Executive Assistant (EA) to play a crucial part in their efficiency. The Executive Assistant serves as a strategic partner to the CEO, providing high-level administrative and operational support with expert proficiency. This role requires a proactive, self-sufficient professional who anticipates leadership needs, ensures seamless execution of daily responsibilities, and enhances the CEO’s efficiency.

The EA will handle complex administrative tasks, manage sensitive corporate matters with absolute confidentiality, and uphold data integrity. This position requires frequent collaboration across all levels of the organization, as well as engagement with high-profile internal and external stakeholders.

Qualifications of the Executive Assistant:

• Bachelor’s degree in Business Administration, Communications; MBA preferred.
• Bilingual proficiency in Chinese or Japanese and English is required.
• 5+ years of experience providing executive-level administrative support, preferably in a fast-paced or global organization.
• Strong organizational and time management skills, with the ability to prioritize and multitask effectively.
• Proactive problem-solver with the ability to anticipate needs and take initiative.
• Adaptability and ability to thrive in a dynamic, fast-paced environment.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., MS Teams, etc.).
• Strong influence and communication skills with all levels of an organization and external contacts including VP/C-Suite level executives both internally and externally.
• Ability to see the “big picture” to prioritize executive needs, while working independently, but asking for help when necessary.

• Provide high-level administrative support to the CEO, ensuring seamless daily operations.
• Proactively manage the CEO’s calendar, schedule meetings, and coordinate travel arrangements.
• Prepare agendas, attend meetings, take detailed notes, and track action items to ensure timely follow-ups.
• Serve as a liaison between the CEO and internal/external stakeholders, fostering strong professional relationships.
• Handle confidential corporate matters with discretion, ensuring data integrity and security.
• Draft, review, and edit correspondence, reports, and presentations on behalf of the CEO.
• Anticipate needs and proactively identify ways to optimize the CEO’s time and efficiency.
• Research and compile key information to support decision-making and strategic initiatives.
• Coordinate special projects and initiatives as directed by the CEO.
• Assist in organizing company events, board meetings, and executive offsites.
• Continuously identify and implement process improvements to enhance operational effectiveness.
• Other duties as assigned.