Executive Administrative Coordinator

icotec Medical, Inc.; Boston (MA); Hybrid; USD 60,000 - 80,000; Full time

Job summary

A leading company in medical technology seeks an Executive Administrative Coordinator to optimize operational efficiency. This full-time, hybrid position involves managing executive calendars, supporting contract processes, and facilitating communication across departments. Ideal candidates possess strong organizational and communication skills and are comfortable in a dynamic work environment.

Benefits

100% company-paid health, dental, and vision insurance

Qualifications

• 3-5 years of experience in executive coordination or administrative support.
• Ability to manage complex calendars and coordinate high-level meetings.
• Experience supporting contract processes.

Responsibilities

• Provide administrative support to executive leadership.
• Coordinate global events and manage communication logistics.
• Maintain and support the execution of hospital and sales agent contracts.

Skills

Organizational Skills

Communication Skills

Problem-Solving

Collaboration

Education

Bachelor’s degree in Business Administration, Communications, or a related field

Advanced degree preferred

Tools

Electronic signature tools

Job description

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Globally headquartered in Switzerland and locally headquartered in Boston, MA, icotec is a global leader in radiolucent implants. As the company standing behind BlackArmor technology, icotec produced the first global pedicle systems made of nonmetallic, radiolucent BlackArmor. An exciting and varied job in the field of medical technology, icotec offers you the opportunity to work with a highly motivated team. Furthermore, you will benefit from career development opportunities with an internationally growing company.

Join our passionate and innovative team as

You’re in the right place if:

You value teamwork and want to grow with an innovative, global family-owned company. Experience the icotec spirit: flat hierarchies, short communication paths, and genuine appreciation shape our corporate culture. Plus, enjoy excellent employee benefits, including 100% company-paid health, dental, and vision insurance for individual icotec employees.

As Executive Administrative Coordinator, you will play a pivotal role in ensuring operational alignment and organizational efficiency by managing calendars, supporting contracting processes, coordinating global events, and facilitating key communications. This role requires a high level of organization, attention to detail, and the ability to work collaboratively across functions and regions.

Key Responsibilities:

• Provide administrative support to executive company leadership.
• Support all U.S. contracting efforts, including hospital and sales agent contracts.
• Maintain and update the sales agent contract repository.
• Coordinate electronic signature processes and ensure timely execution of agreements.
• Organize recurring global team meetings.
• Manage and coordinate complex calendars across departments and international teams.
• Prepare meeting materials, coordinate agendas, and follow up on action items.
• Ensure alignment across key stakeholders and timely communication of meeting logistics.
• Support the drafting and distribution of internal and external communications.
• Act as a liaison between departments and stakeholders to ensure consistent messaging.
• Lead the coordination of the global calendar of internal and external events.
• Collaborate with key stakeholders to plan and execute events across regions.
• Perform other tasks and projects as assigned.
• Provide flexible support across the organization as business needs evolve.

Requirements:

• Bachelor’s degree in Business Administration, Communications, or a related field; advanced degree preferred.
• Minimum of 3–5 years of experience in executive coordination, administrative support, or project coordination, ideally within a global or cross-functional organization.
• Demonstrated ability to manage complex calendars and coordinate high-level meetings across multiple time zones.
• Experience supporting contract processes, including document management and electronic signature tools.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
• Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with internal and external partners.
• High level of discretion, professionalism, and attention to detail.
• Proactive problem-solver with a collaborative approach and a positive, can-do attitude.
• Comfortable working in a fast-paced, dynamic environment with shifting priorities.
• Willingness to travel occasionally, as needed, to support event coordination or executive needs.

This is a full-time, hybrid role (requiring at least 3 days per week in the office) for candidates located in the Greater Boston area.

We look forward to receiving your application via our online portal – let’s drive innovation in spinal surgery together!