Executive Assistant

Heartstream; Bothell (WA); On-site; USD 48,000 - 69,000; Full time

Benefits offered by this job

PTO

401k match

HSA

Stock purchase plan

Education reimbursement

Total Rewards program

Job summary

Heartstream is seeking an Executive Assistant to provide high-level support to senior leaders, enabling focus on strategic priorities and business outcomes. You will serve as a trusted partner, ensuring efficient management of executive activities and fostering strong relationships across the organization.

You will manage complex calendars, coordinate both domestic and international travel, prepare executive-level reports and presentations, and oversee meeting logistics to support informed

Qualifications

• 4+ years of experience in executive administration or senior-leader support.
• Experience supporting senior leaders in a fast-paced environment.
• Strong communication, discretion, and relationship-building skills.
• Proficiency with Microsoft Office Suite and calendar management.

Responsibilities

• Support executives with complex administrative, operational, and strategic activities.
• Coordinate calendars across multiple time zones and manage conflicts.
• Arrange domestic and international travel, visas, itineraries, and accommodations.
• Prepare executive reports, presentations, agendas, minutes, and follow-up actions.
• Organize high-profile meetings, events, and conferences; ensure stakeholder engagement.

Skills

Executive administration

Stakeholder management

Calendar management

Travel management

Budget management

Event planning

Documentation

Communication

Discretion

Education

Bachelor’s degree or equivalent

High school diploma or equivalent

Tools

Outlook

PowerPoint

Excel

Word

Teams

Job description

Heartstream is building on our 40+ year legacy of growth and innovation in emergency medical technology to continue passionately pursuing our mission of saving lives, lowering the cost of healthcare, and advancing the science of resuscitation while serving the public access AED, EMS, military, and hospital market segments. Heartstream includes leading brands and products like HeartStart AEDs, Intrepid and DFM100 monitor defibrillators, Tempus monitor and Tempus ALS systems, and Corsium and ECI informatics solutions.

Your impact:

As an Executive Assistant, you will provide high-level administrative, operational, and organizational support to senior leaders, enabling them to focus on strategic priorities and business outcomes. You will serve as a trusted partner, ensuring the efficient management of executive activities while fostering strong relationships across the organization.

In this role, you will:

• Support one or more executives with complex administrative, operational, and strategic activities while exercising sound judgment and maintaining confidentiality.


• Act as a key liaison between executives and internal/external stakeholders, managing communications with professionalism, tact, and discretion.


• Coordinate complex calendars, meetings, and scheduling requirements across multiple time zones while proactively managing conflicts and changing priorities.


• Prepare executive-level reports, presentations, correspondence, agendas, meeting minutes, and follow-up action plans to support informed decision-making.


• Manage domestic and international travel arrangements, including visas, itineraries, accommodations, transportation, and contingency planning.


• Organize and oversee high-profile meetings, events, workshops, and conferences, ensuring seamless execution and stakeholder engagement.


• Maintain accurate records, files, and documentation while ensuring effective document management practices.


• Process expense reports and support budget management activities, ensuring compliance with company policies and procedures.


• Support executive communication initiatives by coordinating announcements, updates, and key messages across a variety of channels.


• Identify opportunities to improve processes within the executive office and implement solutions that enhance efficiency and effectiveness.


• Collaborate across functions and levels of the organization, building strong relationships and contributing to a culture of impact, accountability, and care.


• May provide guidance, coaching, or coordination for administrative support staff and key stakeholders as required.

Our commitment to collaboration

• We believe collaboration is better together than apart. For this office-based role, this means working in-person at least 3 days per week (potentially more on an ad hoc basis) in our Bothell head office.

You'll thrive in this role if:

• You've acquired 4+ years of experience in executive administration, administrative support, office management, clerical support, or a related field supporting senior leaders in a fast-paced, start-up business environment.


• Executive and Administrative Support


• Stakeholder Management


• Microsoft Office Suite (Outlook, PowerPoint, Excel, Word, Teams)


• Calendar and Meeting Management


• Travel and Reservation Management


• Event Planning and Event Operations


• Budget and Expense Management


• Documentation, Reporting, and Record Management


• Business Communication and Correspondence


• Data Analysis and Information Interpretation


• Process Improvement


• Bonus: People leadership or team coordination experience


• You have a High School Diploma, Vocational Education, Bachelor's Degree, or equivalent qualification.


• You're a highly organized, proactive, and adaptable professional with exceptional communication and interpersonal skills, able to remain calm under pressure and adapt quickly to change or ambiguity.


• You demonstrate discretion when handling confidential information, can effectively prioritize competing demands, and excel at building relationships with stakeholders at all levels of the organization.

The pay range for this position is $35.00 to $50.00 per hour. The actual base pay offered may vary depending on multiple factors including, job-related knowledge/skills, experience, business needs, geographical location, and internal equity.

In addition, an annual incentive bonus will form part of the total package and employees are eligible to participate in our comprehensive Heartstreams Total Rewards benefits program, which includes a generous PTO, 401k (up to 7% match), HSA (with company contribution), stock purchase plan, education reimbursement and much more.

At Heartstream, it is not typical for an individual to be hired at or near the top end of the range for their role and compensation decisions are dependent upon the facts and circumstances of each case.

Heartstream is an Equal Employment and Opportunity Employer including Disability/Vets and maintains a drug-free workplace.