Executive Assistant

We are seeking an enthusiastic and detail-oriented Executive Assistant to provide high-level support to our Executive Management team. In this role, you will be responsible for managing a wide range of administrative tasks, ensuring the office environment is organized, efficient, and professional. Your contributions will be vital to the smooth operation of our executive office and the success of our company.Key ResponsibilitiesMaintain confidentiality and discretion at all times.Responding to emails and document requests on behalf of executives.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 Technical/Engineering Department with Project Management process.Take minutes and transcribe material, as requested (draft slides, meeting notes and documents for executives).Review bids, contracts, and marketing materials for accuracy.Use of Customer Relationship Management (CRM) platform, as needed.Calendar management for executives: Coordinate travel arrangements, including lodging, preparation of itineraries, visas, passports, expense reports.Assist in coordinating company-sponsored events.Perform other duties as assigned.QualificationsBA/BS Degree in Business preferred.Critical thinking, analytical, problem solver, good memory recall.Excellent organizational skills and discretionary judgment.Strong attention to detail and ability to multi-task with great follow-up skills.Professional verbal and written communications, 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.Experience in managing multiple priorities, administrative coordination, and logistics.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.5+ years' relevant experience. Intoximeters is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. We are committed to creating a diverse and inclusive workplace.We will ensure that individuals with disabilities are provided reasonable accommodations to participate in the job application or interview process, perform essential job functions, and receive other benefits and privileges of employment. Please contact us to request accommodation.Intoximeters participates in E-Verify to confirm the employment eligibility of all new employees. For more information, please visit the U.S. Citizenship and Immigration Services (USCIS) E-Verify website

Created: 2025-01-11