Executive Assistant

About Endoscopex: Endoscopex is a leading provider of medical equipment specializing in endoscopy products. Committed to excellence and innovation, we strive to deliver high-quality solutions that enhance patient care and improve outcomes for healthcare professionals worldwide.

Position Overview: Endoscopex is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our executive team. The Executive Assistant will play a critical role in ensuring efficient operation of the executive office by managing calendars, coordinating meetings and travel arrangements, and handling confidential information with discretion. The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to prioritize tasks effectively in a fast-paced environment.

Responsibilities:

1. Manage executive calendars, including scheduling appointments, meetings, and conference calls, and proactively resolving scheduling conflicts.
2. Coordinate domestic and international travel arrangements for executives, including flight bookings, hotel accommodations, and transportation.
3. Prepare and organize materials for meetings, presentations, and conferences, ensuring executives are well-prepared and informed.
4. Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing incoming communications and inquiries.
5. Draft and proofread correspondence, reports, and other documents on behalf of executives, ensuring accuracy and professionalism.
6. Manage expense reports and reimbursement requests for executives, ensuring compliance with company policies and procedures.
7. Maintain confidentiality of sensitive information and handle confidential documents and communications with discretion and professionalism.
8. Assist with special projects and initiatives as assigned by executives, providing research, analysis, and administrative support as needed.
9. Anticipate and proactively address the needs of executives to ensure smooth operation of the executive office.
10. Collaborate with other members of the administrative team to optimize office operations and support company-wide initiatives.

Qualifications:

1. Bachelor’s degree in business administration, communications, or a related field preferred.
2. 3+ years of experience as an executive assistant or in a similar administrative role supporting C-level executives.
3. Strong organizational skills with the ability to multitask and prioritize competing demands effectively.
4. Excellent communication skills, both verbal and written, with a professional and courteous demeanor.
5. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
6. Discretion and confidentiality in handling sensitive information and communication.
7. Strong attention to detail and accuracy in all aspects of work.
8. Ability to work independently with minimal supervision and as part of a team.
9. Flexibility and adaptability to changing priorities and deadlines.
10. Positive attitude, proactive approach, and willingness to take on new challenges.