Executive Assistant

BioStem Technologies, Inc.; Fort Lauderdale (FL); Hybrid; USD 60,000 - 90,000; Full time

Job summary

BioStem Technologies, Inc. in Fort Lauderdale, FL is seeking an experienced Executive Assistant to provide high-level support to the CEO, Board of Directors, and senior executives. The role requires discretion, calendar management, travel coordination, and exceptional MS Office skills for creating presentations, agendas, and reports.

The incumbent will serve as a liaison to the Board, coordinate meetings and travel, and maintain confidential files and the Board portal in a fast-paced environment.

Qualifications

• 7+ years of experience as an Executive Assistant supporting C-Level executives.
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint).
• Experience coordinating Board materials and meetings is preferred.

Responsibilities

• Provide high-level support to internal and external parties with professionalism.
• Manage confidential matters and C-Level scheduling with discretion.
• Organize and maintain complex calendars and travel arrangements for executives.
• Prepare materials (presentations, agendas, reports) using Word, Excel, PowerPoint.
• Coordinate Board meetings and prepare distribution of materials.
• Liaise with Board of Directors, committees, and outside counsel as needed.
• Maintain Board portal and confidential filing systems.
• Support leadership meetings with agendas, templates, and follow-up on action items.

Skills

Executive support

Calendar management

Travel coordination

Discretion & confidentiality

Communication skills

Education

Bachelor's degree

Tools

MS Office

Boardvantage

Job description

Description

BioStem Technologies is a leading medical technology company focused on advanced wound care and regenerative medicine. We develop and commercialize placental tissue allografts, cutting-edge wound care products, and surgical solutions aimed at improving patient outcomes.

Position Summary

Provides high-level administrative support to executives and the Board of Directors.

Essential Duties and Responsibilities

• Provide high-level support to internal and external parties with a high level of professionalism, reflecting positively on BioStem Technologies.
• Use discretion, confidentiality, and sound judgment to manage sensitive and C-Level matters, including decisions directly impacting the company's global operations.
• Organize and maintain complex daily calendars and schedules, proactively resolving any scheduling conflicts for C-Suite.
• Prepare materials using Word, Excel, PowerPoint, and other software- including presentations, agendas, reports, decks, and special-project documents - in support of organizational objectives.
• Arrange executive travel and accommodations; prepare and reconcile expense reports.
• Screen incoming calls, take and deliver accurate messages, respond to routine requests directly, and refer non-routine calls to the appropriate staff.
• Maintain availability outside normal business hours, responding promptly to emails, texts, and calls.
• Serve as administrative liaison to the Board of Directors, coordinating Board meetings, Board member travel arrangements, and the preparation, assembly, and distribution of Board meeting materials.
• Coordinate meetings of the Board, Audit, Compensation, and Governance & Nominating Committees, serving as recorder/scribe, maintaining confidential files, and liaising with outside counsel and auditors.
• Maintain the Board portal.
• Establish and maintain accurate and organized filing systems, ensuring confidential documents are both properly stored and accessible, and retained in accordance with company policies.
• Provide support for executive leadership and senior management team meetings; coordinate the agenda; provide templates, communicate expectations, prepare meeting summaries and track and follow up on assigned action items and due dates.
• Ability to manage multiple competing priorities while maintaining exceptional attention to detail and accuracy.
• Exercises independent judgment in resolving administrative matters, escalating issues appropriately while minimizing interruptions to executive leadership.
• Be a positive addition and example for organizational health and company culture.
• Make the work of C-Suite and other executives easier, anticipating their needs, and planning ahead.
• Perform additional duties as assigned by executives, adapting quickly in a fast-paced environment while consistently meeting deadlines.

Requirements

• Bachelor's degree preferred.
• 7+ years of experience as an Executive Assistant supporting C-Level executives with a strong preference of at least 3 years supporting boards.
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint, Forms); preference for experience with Boardvantage.
• Excellent communication skills; able to interact confidently and professionally with individuals at all levels verbally and in writing.
• Strong time-management skills with a proven ability to meet deadlines.
• Strong business sense; able to decipher priorities and exercise sound judgment.
• Demonstrated ability and temperament to handle sensitive information with discretion.
• Commitment to performing duties at the highest level, consistently.
• Flexible availability to support business needs for projects and meetings, including outside standard hours.
• Ability to think outside the box with a strong sense of urgency.

EOE/DFW