Executive Assistant Field Coordinator Trainee

Position Summary

This role serves as a critical bridge connecting our healthcare clientele, clinical / field operations, internal departments, and the CEO who is a female entrepreneur. The position is structured with a 75/25 split between field-based initiatives and direct executive support for the CEO. Targeted at dynamic professionals starting their careers, the role also requires occasional domestic travel to participate in industry events and interact with key customers in a fast-growing medical device company. 

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Executive Support: Manage executive calendars, coordinate travel, manage filing system, and facilitate communication with vendors + internal and external clients.
• Field Logistics & Coordination: Schedule meetings and visits with healthcare centers, manage product inventory and shipment, and ensure timely delivery of medical device products.
• Operational Support: Maintain CRM database (e.g., HubSpot), and prepare meeting materials, management reports and/or presentations. Work with marketing agency. 
• Compliance & Communication: Act as the primary contact for customer inquiries and facilitate communication between manufacturers and clinicians.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Ideal candidate has some experience with high-touch administrative roles and a desire to learn all aspects of a medical device company. The appetite for a startup environment in a well established company is required. 
• Bachelor's degree in a business or biology discipline, paired with a solid grasp of analytical principles and tools such as MS excel or G- suite.
• Organizational capabilities and meticulous attention to detail; proficient in G-Suite, HubSpot, and QuickBooks.
• Proactive and hands-on approach, demonstrating the initiative required to thrive in a fast-paced setting.
• Proven ability to serve as a trusted confidante, anticipating and effectively meeting the CEO's professional needs.
• Strong communication skills and a commitment to being an active, collaborative team player.
• Strong work ethic and the flexibility to extend working hours beyond 5:00 PM as required by the CEO.
• Available for domestic travel (approximately 25% of the time) to assist the CEO at client meetings and industry conferences.

Professional Development Track

• Providing a strong foundation for career growth, this position entails 18 to 24 months of practical training. Upon successful completion, individuals will be prepared to transition into departmental leadership or client-facing field roles.

Mentors

• CEO, plus all managers