Executive Assistant

Virtual Incision; Atlanta (GA); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Disability Insurance

Life Insurance

401(k) Plan

Flexible working hours

Paid Time Off (PTO)

Job summary

Virtual Incision is seeking an Executive Assistant to the CEO to manage complex calendars, communications, travel, and daily operations in a fast-paced environment.

You will partner with the CEO, leadership team, investors, and external partners to prioritize priorities and ensure strategic execution with discretion and professionalism.

Qualifications

• Bachelor's degree required or preferred in related field.
• Minimum of 5 years supporting senior executives; at least 3 years with C-level leadership.
• Demonstrated expertise managing highly complex executive calendars and competing priorities.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Ability to work independently with minimal supervision.
• Proven ability to manage multiple priorities in a fast-paced environment.
• Experience coordinating complex travel logistics and executive schedules.
• Ability to interact professionally with stakeholders at all levels.

Responsibilities

• Serve as the primary administrative partner to the CEO, managing daily operations and ensuring effective execution of priorities.
• Own and manage the CEO's complex and evolving calendar with exceptional attention to detail.
• Strategically prioritize meetings, commitments, travel, and activities to optimize executive time.
• Anticipate scheduling conflicts and proactively resolve issues before they impact operations.
• Coordinate meetings across multiple internal and external stakeholders while balancing priorities.
• Protect executive focus time by managing meeting requests and calendar access.
• Maintain awareness of company priorities and adjust schedules as needed.
• Prepare meetings with agendas, briefing materials, and notes.
• Track action items and follow-ups from executive meetings.
• Coordinate travel arrangements including flights, hotels, and transport.
• Manage executive expense reporting, reconciliation, and submission.
• Coordinate leadership team and board meetings and strategic sessions.
• Prepare meeting logistics, reservations, and post-meeting follow-up.
• Support executive communications, including drafting correspondence and presentations.
• Liaise professionally with CEO and stakeholders.

Skills

Calendar management

Organizational skills

Time management

Communication skills

Independent judgment

Multitasking

Project coordination

Confidentiality

Stakeholder liaison

Attention to detail

Education

Bachelor's degree in related field

Tools

Microsoft Outlook

Microsoft Teams

PowerPoint

Word

Excel

Job description

Virtual Incision is advancing robotic-assisted surgery with a focus on expanding access to minimally invasive care. We are a growing medical technology company where experienced leaders have the opportunity to make a meaningful and visible impact.

Why Virtual Incision:

• Work on innovative robotic surgical technology with the potential to improve patient care.
• Join an experienced, collaborative team focused on clinical excellence and disciplined execution.
• Take meaningful ownership of products and programs in a hands-on environment.
• Work in a culture that values technical rigor, practical problem-solving, and teamwork.
• Competitive benefits including medical, dental, vision, disability, and life insurance, 401(k), flexible working hours, and PTO.

Job Summary:

The Executive Assistant to the CEO serves as a trusted partner to the Chief Executive Officer, responsible for managing and optimizing the CEO's schedule, priorities, communications, travel, and administrative operations. This position plays a critical role in maximizing the CEO's effectiveness by ensuring that time is thoughtfully allocated, meetings are strategically prioritized, and key business activities are coordinated seamlessly.

The successful candidate will be exceptionally skilled at managing complex executive calendars, balancing competing priorities, anticipating scheduling conflicts before they occur, and coordinating activities across executive leadership, Board members, investors, employees, customers, and external partners.

This individual must thrive in a fast-paced environment, maintain strict confidentiality, exercise excellent judgment, and possess the ability to interact professionally with stakeholders at all levels of the organization.

Responsibilities:

• Serve as the primary administrative partner to the CEO, managing daily operations and ensuring effective execution of priorities.
• Own and manage the CEO's complex and constantly evolving calendar with exceptional attention to detail.
• Strategically prioritize meetings, commitments, travel, and activities to ensure optimal use of executive time.
• Anticipate scheduling conflicts, competing priorities, and resource constraints and proactively resolve issues before they impact business operations.
• Coordinate meetings across multiple internal and external stakeholders while balancing business priorities, deadlines, and strategic objectives.
• Protect executive focus time by thoughtfully managing meeting requests and calendar access.
• Maintain awareness of company priorities and proactively adjust schedules to accommodate changing business needs.
• Ensure all meetings are thoughtfully planned, scheduled, prioritized, and supported with the necessary materials and logistics.
• Prepare the CEO with agendas, briefing materials, presentations, background information, and meeting notes as needed.
• Track action items, commitments, and follow-up activities resulting from executive meetings and discussions.
• Coordinate travel arrangements, including flights, hotels, transportation, itineraries, meeting schedules, and contingency planning.
• Manage executive expense reporting, reconciliation, and submission.
• Coordinate leadership team meetings, board meetings, strategic planning sessions, and company-wide meetings.
• Prepare meeting logistics, conference room reservations, technology setup, catering, materials distribution, and post-meeting follow-up.
• Support executive communications, including drafting correspondence, presentations, internal announcements, and external communications.
• Serve as a professional liaison between the CEO and employees, customers, board members, investors, vendors, and other key stakeholders.
• Handle highly confidential business, personnel, financial, and strategic information with discretion and professionalism.
• Support company events, leadership offsites, strategic planning meetings, customer visits, and employee engagement activities.
• Assist with special projects and strategic initiatives assigned by the CEO.
• Collaborate effectively with all departments to support company goals and executive priorities.
• Provide occasional support for office operations and administrative functions as needed.
• Other duties as assigned.

Qualifications:

Required

• Bachelor's degree in Business Administration, Communications, Management, or a related field preferred.
• Minimum of 5 years of experience supporting senior executives, with at least 3 years supporting C-level leadership.
• Demonstrated expertise managing highly complex executive calendars and competing priorities.
• Exceptional organizational and time management skills.
• Advanced proficiency in Microsoft Outlook, Teams, PowerPoint, Word, Excel, and related productivity tools.
• Proven ability to coordinate complex travel logistics and executive schedules.
• Strong written and verbal communication skills.
• Ability to exercise sound judgment and make independent decisions within established guidelines.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Strong project coordination and follow-through skills.
• Ability to work independently with minimal supervision.
• Proven ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and attention to detail.

Preferred

• Experience supporting CEOs or executive leadership teams within medical device, healthcare, biotechnology, or technology companies.
• Experience supporting Board of Directors meetings and board-related activities.
• Experience in a startup or high-growth environment.
• Experience preparing executive presentations and leadership communications.
• Familiarity with investor relations, corporate governance, or executive operations.
• Experience with project management and collaboration tools.

What We're Looking For

The ideal candidate is highly organized, proactive, and exceptionally skilled at executive calendar management. You excel at anticipating needs, solving problems before they arise, and creating structure in a fast-moving environment. You are comfortable working with executives, board members, and external stakeholders while maintaining discretion and professionalism.

You have a strong sense of ownership, exceptional attention to detail, and take pride in ensuring that critical priorities stay on track. Most importantly, you understand that effective executive support is about more than scheduling meetings—it's about creating the space and efficiency necessary for leadership to focus on the company's most important strategic objectives.

Status: Exempt

The position will be based in Atlanta, GA

Virtual Incision is an Equal Opportunity Employer and values diversity in its workforce.