Executive Administrative Coordinator

icotec Medical, Inc.; Boston (MA); Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Health, dental, vision

Job summary

icotec Medical, Inc. in Boston, MA, is seeking an Executive Administrative Coordinator to align operations and drive efficiency. You will manage calendars, support contracting, coordinate global events, and communicate across functions.

The role requires strong organizational skills, discretion, and the ability to work across time zones. This hybrid position in Greater Boston offers growth and collaboration with a global team.

Qualifications

• Bachelor’s degree in a related field.
• 3–5 years of executive coordination or project coordination experience.
• Ability to manage complex calendars and high-level meetings across time zones.
• Experience supporting contract processes and document management.
• Strong organizational, written, and verbal communication skills.

Responsibilities

• Provide administrative support to executive leadership.
• Support U.S. contracting efforts, including hospital and sales agent contracts.
• Maintain and update contract records and tracking tools.
• Coordinate electronic signatures and timely execution of agreements.
• Organize recurring US and global team meetings.
• Manage and coordinate our Boston office and support the move to the new US site in 2027.
• Coordinate calendars across departments and international teams.
• Prepare meeting materials, agendas, and follow-ups.
• Ensure alignment and timely communication of logistics.
• Support drafting and distribution of internal and external communications.
• Lead cross-functional coordination of global events.
• Plan and execute regional events.
• Provide flexible support across the organization as needs evolve.

Skills

Executive coordination

Calendar management

Contract support

Cross-functional collaboration

Event coordination

Education

Bachelor’s degree in Business Administration

Tools

DocuSign

Job description

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 a

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 contracting records including the contract repository and tracking tools.
• Coordinate electronic signature processes and ensure timely execution of agreements.
• Organize recurring US and global team meetings
• Manage and coordinate all aspects related to our office site in Boston, MA and support the move to our new US home site inBoston in 2027
• 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 through collaboration with cross functional teams 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.

Required qualifications:

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

Equal Opportunity & Accommodation:

icotec is an equal opportunity employer and considers qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable law. Applicants who require reasonable accommodation during the application or interview process may contact Human Resources.

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