Job Title: Executive Assistant
Status: Full Time – Non-exempt
Reporting To: Chief Executive Officer
Position Overview:
The Executive Assistant provides high-level administrative, organizational, and strategic support to the CEO and office of the CEO.
Responsibilities:
CEO Calender and Priority Management
- Own and continuously optimize a complex, dynamic calendar across internal, external, board, customer, investor, and community commitments.
- Evaluate requests against business priorities, resolve conflicts, create appropriate buffers, and ensure the CEO's time is focused on the highest-value activities.
- Anticipate scheduling risks, prepare contingency options, and make timely adjustments when priorities shift.
- Coordinate across time zones and work closely with executives, employees, customers, partners, and external stakeholders.
Project and Initiative Coordination
- Manage multiple concurrent projects and executive-office initiatives from intake through completion, with clear owners, milestones, deadlines, and follow-up.
- Create and maintain action trackers, decision logs, meeting cadences, briefing materials, and concise status updates.
- Identify dependencies, bottlenecks, and unresolved decisions early; escalate issues with practical options and recommendations.
- Coordinate cross-functional work involving strategy, innovation, operations, finance, commercial teams, and other leadership priorities.
Domestic and International Travel
- Plan and execute detailed domestic and international itineraries, including air, ground transportation, lodging, visas, passports, meetings, and time-zone considerations.
- Prepare complete travel packets with schedules, contacts, confirmations, addresses, cultural or logistical notes, and contingency plans.
- Monitor travel conditions and proactively manage disruptions, rebooking, cancellations, and last-minute changes.
- Coordinate travel expenses, receipts, reimbursements, loyalty programs, and required documentation accurately and promptly.
Technology and Innovation Enablement
- Demonstrate genuine interest and aptitude in technology, innovation, digital workflows, and new ways of improving executive-office effectiveness.
- Quickly learn and confidently use collaboration, productivity, project-management, travel, expense, presentation, and communication platforms.
- Evaluate and introduce practical tools, including appropriate AI-enabled workflows, that improve organization, speed, information access, and follow-through.
- Serve as a reliable first point of support for meeting technology and executive-office systems while following cybersecurity and confidentiality practices.
Education, Qualifications and Experience:
- 3+ years of experience supporting senior executives (CEO or C-suite preferred)
- Exceptional organizational and time management skills
- Strong verbal and written communication; energy, motivation, enthusiasm and integrity
- High level of discretion and professionalism
- Demonstrated sound judgment and decision-making ability
- Demonstrated proficiency in managing multiple competing priorities
- Proficiency with Microsoft Office, Excel and project management tools
Working Conditions and Health & Safety:
- Heated and air-conditioned office environment
- Employee is required to use appropriate PPE including, but not limited to, nitrile or latex gloves, lab coat, hair bonnet, shoe covers, beard cover, safety glasses, hearing protection, face shield, or respiratory mask while working in a lab or manufacturing spaceHarland
Medical System’s commitment to ensure employee health and safety is a priority. Personnel engaged in manufacturing shall obtain training required by ISO 13485, FDA 21 CFR part 820, FDA 21 CFR part 210 & 211, and Harland Medical System’s internal procedures, where deemed appropriate per assigned job functions.
Physical Demands:
While performing the duties of this job, the employee is regularly required to talk and hear. The employee may be required to sit at the computer for long periods of time. The employee frequently is required to sit; stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Education:
Experience:
- Executive Assistant: 3 years (Preferred)
Ability to Commute:
- Eden Prairie, MN 55344 (Preferred)
Work Location: In person
