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About the Role
This role serves as a trusted administrative partner and operational point of coordination for the Global Molecular/LTG Division President and assigned senior leaders. The Executive Assistant is expected to anticipate needs, manage complex priorities across time zones, protect executive time, ensure timely follow-up on commitments, and represent the division with professionalism, discretion, and sound judgment.
Responsibilities
- Provide high-level administrative support for the President, Global Molecular/LTG Division, and additional executives including senior Vice President, Molecular Manufacturing and Industrial Operations, Vice President, North America Human Resources and Global Molecular/LTG Division, and senior Director, Molecular/LTG Division FP&A Controller.
- Anticipate the needs of the Division President and other assigned division SLT leaders regarding tasks, scheduling, travel arrangements, domestic and international flights, accommodations, and other itinerary details.
- Coordinate meetings, reserve conference rooms, prioritize functions and appointments, and ensure meetings, presentation deadlines, and other duties for the Division President and assigned executives are completed seamlessly.
- Manage complex calendars across multiple time zones, proactively resolve scheduling conflicts, identify priority tradeoffs, and escalate urgent matters appropriately.
- Use independent business and administrative judgment in key areas to support the Division President and assigned executives.
- Perform general administrative duties, including facilitating communication, planning events (e.g., business meetings and global town halls), distributing information, drafting agendas, and executing executive-level documents.
- Prepare agendas, briefing materials, meeting notes, action-item trackers, and follow-up communications for division leadership meetings, town halls, offsites, executive visits, and cross-functional leadership sessions.
- Use independent judgment to prepare reports and correspondence for the Division President and assigned executives.
- Exhibit a professional demeanor and appropriately represent the executive department.
- File, maintain, and effectively manage corporate documents as corporate custodian, as applicable.
- Coordinate travel and maintain calendars for the Division President and assigned executives.
- Interact professionally with executives, the Corporate Executive Leadership Team, and staff.
- Coordinate with vendors and service providers for supplies, meeting logistics, event support, catering, travel-related needs, and other approved administrative goods and/or services for the Division SLT, in accordance with company policies and delegated authority limits.
- Collect and prepare information for use in discussions or meetings with executive staff and external stakeholders.
- Prepare presentation materials for corporate headquarters and Board of Directors meetings, as requested.
- Maintain confidentiality and discretion when handling sensitive information.
- Handle special projects to support the division SLT.
- Manage stakeholders and events for town halls.
- Provide global executive support for C levels out of Italy.
Requirements
- At least 6 years of prior experience in administrative or executive support, including 4 years supporting corporate executives or senior leadership.
- 5+ years of experience supporting executive leadership.
- 5+ years of experience working independently in a fast-paced environment with rapidly changing priorities.
- 2+ years of experience working in a global or multinational company and coordinating with other leadership or executive assistants in other countries.
- Strong calendaring and scheduling experience.
- Proficiency in Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
- Business professional writing and verbal communication skills.
- Executive presence, sound judgment, discretion, and ability to represent senior leaders professionally with internal and external stakeholders.
- Proactive problem solving, anticipatory support, strong follow-through, and ability to manage ambiguity and changing priorities.
- 2+ years of experience coordinating executive meetings, leadership offsites, town halls, complex domestic/international travel, confidential materials, expense reporting, procurement requests, or vendor coordination.
- Experience in the medical device or medtech industry.
- Experience with direct reports.
- Experience with top-level executive suite.
- Bilingual in Italian preferred, but other languages such as Portuguese, Spanish, Chinese (Mandarin), or German are also advantageous.
- Ability and interest in using basic/core AI applications, such as Copilot.
Skills
- Microsoft Office
- Outlook
- Word
- PowerPoint
- Excel
- Business professional writing
- Verbal communication
- Executive presence
- Sound judgment
- Discretion
- Proactive problem solving
- Anticipatory support
- Strong follow-through
- Managing ambiguity
- Managing changing priorities
- AI applications
- Copilot
- Italian
- Portuguese
- Spanish
- Chinese (Mandarin)
- German
Location
- Austin, TX
Work Type
- Onsite
- Contract to Hire
Experience Level
- 6+ years administrative or executive support
- 4+ years supporting corporate executives or senior leadership
- 5+ years supporting executive leadership
- 5+ years working independently in a fast-paced environment
- 2+ years working in a global or multinational company
- 2+ years coordinating executive meetings, travel, etc.
Salary/Compensations
- $40.00 - $55.00/hr
Benefits
- Medical
- dental
- vision
- Critical Illness
- Accident
- Hospital
- 401(k) Retirement Plan
- Pre-tax and Roth post-tax contributions
- Life Insurance (Voluntary Life & AD&D for the employee and dependents)
- Short and long-term disability
- Health Spending Account (HSA)
- Transportation benefits
- Employee Assistance Program
- Time Off/Leave (PTO, Vacation or Sick Leave)
About the Company
- Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe.
- Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies.
- We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence.
- With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500.
- We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
Equal Opportunity
- The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
- If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.
- San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
- Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
- Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.