Executive Administrative Assistant

Responsible Government Contracting; Miami (FL); On-site; USD 80,000 - 100,000; Full time

Job summary

A fast-growing medical device manufacturer is seeking an Executive Administrative Assistant to support leadership at their Miami office. The ideal candidate will have extensive experience in administrative roles within regulated industries, showcasing exceptional organizational skills and attention to detail.

Qualifications

• 5+ years of experience in executive or senior-level administrative support.
• Ability to manage sensitive information and maintain discretion.
• Familiarity with FDA and ISO quality standards preferred.

Responsibilities

• Provide comprehensive administrative support to senior executives.
• Manage calendar, meeting scheduling, and travel arrangements.
• Prepare documents and communications with precision.

Skills

Attention to detail

Organizational skills

Time management

Communication

Education

Associate’s or Bachelor’s degree in Business Administration

Tools

Microsoft Office Suite

Job description

Direct message the job poster from Responsible Government Contracting

Government Acquisitions Training and Coaching

Position Summary:

We are a fast-growing medical device manufacturer seeking a highly organized and detail-oriented Executive Administrative Assistant to support our executive leadership and ensure seamless administrative operations at our Miami office. This role requires a proactive professional who excels in high-stakes environments, can manage sensitive information discreetly, and thrives in a regulated, quality-driven industry.

As a key member of our team, you’ll play a critical role in helping leadership stay focused on strategic priorities while ensuring compliance, communication, and coordination are handled with precision.

Key Responsibilities:

• Provide comprehensive administrative support to senior executives, including calendar and inbox management, meeting scheduling, travel planning, and expense reporting.
• Draft, format, and proofread internal and external communications, reports, presentations, and correspondence with impeccable accuracy.
• Maintain organized filing systems and company records in accordance with quality and regulatory standards (e.g., FDA, ISO).
• Facilitate internal coordination across departments such as R&D, Quality Assurance, Regulatory Affairs, and Production.
• Manage vendor and partner communications, including scheduling site visits, preparing agendas, and coordinating logistics.
• Assist in the preparation of documentation for audits, board meetings, and compliance reviews.
• Serve as the professional face of the executive office, managing phone, email, and visitor inquiries with discretion and tact.
• Support onboarding/offboarding of personnel and assist with key administrative functions in HR, finance, and procurement.
• Maintain inventory of office supplies and ensure efficient office operations, including facilities coordination.

Required Qualifications:

• 5+ years of experience providing executive or senior-level administrative support, preferably within a regulated industry such as medical devices, pharmaceuticals, or healthcare.
• Exceptional attention to detail, with a strong commitment to accuracy and process integrity.
• Strong organizational and time management skills with the ability to manage multiple priorities and tight deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with document control or quality systems a plus.
• Excellent verbal and written communication skills with a high degree of professionalism.
• Ability to handle confidential information with discretion and good judgment.
• Must be legally authorized to work in the U.S. and available to work onsite full-time in Miami, FL.

Preferred Qualifications:

• Familiarity with FDA, ISO 13485, or other quality and compliance standards relevant to medical device manufacturing.
• Experience working with ERP systems, project management tools, or electronic quality management systems (eQMS).
• Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or a related field.

Key Attributes:

• Meticulous and systems-oriented.
• Dependable and discreet.
• Calm under pressure and solutions-driven.
• Confident communicator and team collaborator.
• Committed to supporting organizational excellence.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Professional Training and Coaching

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