Executive Assistant

Koya Medical, Inc.; Dallas (TX); Hybrid; USD 60,000 - 65,000; Full time

Job summary

Koya Medical, Inc. is seeking an experienced Executive Assistant to join our Dallas, TX facility.

This full-time role reports to the Director of Human Resources and supports a high-growth, early commercialization stage organization with a focus on integrity, humility, and teamwork. Responsibilities include managing the CEO’s calendar, coordinating domestic and international travel, arranging board meetings and employee events, and ensuring smooth day-to-day office operations in a fast-paced

Qualifications

• Three to five years of administrative experience.
• Three to five years of executive assistant experience.
• Experience managing multiple calendars.
• Experience booking travel.
• Strong event planning and project management experience.
• Strong attention to detail and follow through.
• Written and verbal communication skills.
• Computer software skills.

Responsibilities

• Maintains the CEO’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel.
• Coordinate domestic and international business travel for the CEO, including flights, hotels, ground transportation, meeting logistics, and detailed itineraries.
• Monitor travel changes, cancellations, delays, and other unexpected issues and proactively resolve problems.
• Maintain records of travel expenses, confirmations, and related documentation.
• Coordinates quarterly board of directors’ meetings and helps to organize team meetings and travel (e.g., National Sales Meeting).
• Welcomes guests and customers to the facility by greeting them, in person or on the telephone, and answering or directing inquiries.
• Lead and coordinate a wide range of company events, executive meetings, leadership gatherings, employee events, and special projects.
• Coordinate event logistics including venues, catering, entertainment, transportation, decor, technology, registration, communications, and vendor management.
• Orders and replenishes snacks for the facility and also acts as the backup to the Office Services Coordinator.

Skills

Calendar management

Travel booking

Event planning

Project management

Attention to detail

Communication

Computer skills

Education

Bachelor’s degree preferred

Job description

Koya is always looking for curious and passionate individuals who want to join a fast-paced team for a career in transforming venous and lymphatic care through innovative people-centric technologies that improve lives and empower self-care. Koya values integrity, humility, hard-work, camaraderie, and fun. We offer a base + bonus compensation package, and a competitive benefits program.

Job Summary

Koya Medical has an immediate need for a full time a highly skilled and experienced Executive Assistant who will play a pivotal role in supporting a high-growth, fast-paced organization in the early commercialization phase.

This position will report to the Director of Human Resources. The role is full time, exempt and located at our Dallas, TX Facility.

Essential Duties and Responsibilities

• Maintains the CEO’s calendar by planning and scheduling meetings, conferences, teleconferences, and travel.
• Coordinate domestic and international business travel for the CEO, including flights, hotels, ground transportation, meeting logistics, and detailed itineraries.
• Monitor travel changes, cancellations, delays, and other unexpected issues and proactively resolve problems.
• Maintain records of travel expenses, confirmations, and related documentation.
• Coordinates quarterly board of directors’ meetings and helps to organize team meetings and travel (e.g., National Sales Meeting)
• Welcomes guests and customers to the facility by greeting them, in person or on the telephone, and answering or directing inquiries.
• This role requires exceptional organization, sound judgment, discretion, attention to detail, and the ability to anticipate needs in a fast-paced, growth-oriented environment.
• In addition to executive support, this position will lead and coordinate a wide range of company events, executive meetings, leadership gatherings, employee events, and special projects.
• Coordinate event logistics including venues, catering, entertainment, transportation, decor, technology, registration, communications, and vendor management.
• Orders and replenishes snacks for the facility and also acts as the backup to the Office Services Coordinator.

Minimum Qualifications

Education, Experience and Training

• Bachelor’s degree preferred, but not required
• Three to five years of administrative experience.
• Three to five years of executive assistant experience.
• Experience managing multiple calendars.
• Experience booking travel.
• Strong event planning and project management experience.
• Strong attention to detail and follow through.

Knowledge, Skills and Abilities

• Written and verbal communication skills
• Computer software skills

Core Competencies

• Continuous Improvement
• Problem Solving
• Service Focus
• Collaboration & Team
• Communication
• Change Agility
• Mission & Vision Focus
• Stewardship

Physical Functions and Work Environment

The physical functions described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers; handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any Koya manager authorized to provide instruction or assign work. Duties, responsibilities, and activities may change at any time with or without notice.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.

Koya Medical, Inc. is an Equal Opportunity Employer, drug free workplace, a nd complies with ADA regulations as applicable.

The pay range for this role is:

60,000 - 65,000 USD per year (Hybrid (Dallas, TX, US))