Executive Assistant

Diality Inc.; Irvine (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

Diality Inc. in Irvine, California, is looking for an Executive Assistant to support the CEO and Executive Leadership Team. This role involves managing calendars, organizing Board meetings, and ensuring efficient office operations. The ideal candidate will have exceptional organizational and communication skills, with a minimum of 5 years of experience supporting executive leadership.

This full-time, in-office position offers an opportunity to contribute significantly to a dynamic medical device company, committed to improving lives impacted by kidney disease.

Qualifications

• Proven experience providing executive support to C-suite leadership.
• Experience in event planning, travel coordination, and meeting management.
• Ability to work autonomously in a fast-paced environment.

Responsibilities

• Provide comprehensive calendar management for the CEO.
• Act as a trusted point of contact for the Board of Directors.
• Organize logistics for Board meetings and executive events.
• Manage expense reports and travel arrangements for the leadership team.
• Oversee the NDA process to ensure compliance.

Skills

Highly adaptable

Leadership presence

Microsoft Office Suite proficiency

Exceptional communication skills

Emotional intelligence

Education

Bachelor's degree in business administration or related field

5+ years of experience in executive-level support

Tools

Microsoft PowerPoint

Microsoft Outlook

Microsoft Word

Microsoft Excel

Concur or other expense management tools

Job description

Description

Diality is a medical device company focused on developing solutions to improve lives impacted by kidney disease. Diality offers the Moda-flx Hemodialysis System, a user-friendly, mobile, and connected hemodialysis system designed to maximize clinical flexibility and ease-of-use for both clinical and non-clinical users. The Moda-flx Hemodialysis system combines flow rate capabilities of conventional in-center dialysis devices with a fully integrated reverse osmosis (RO) water filtration system to provide a broad range of prescriptions and meet the needs of any professional dialysis care setting.

Company & Job Overview

Executive Assistant to the Executive Leadership Team, with primary support to the CEO, is responsible for providing high-level administrative and operational support to the CEO, Board of Directors, and Executive Team. This dynamic, full-time, in-office role at Diality’s headquarters in Irvine, California, requires exceptional organizational skills, strategic thinking, and the ability to work proactively and independently in a fast-paced environment. The ideal candidate will exhibit a high level of professionalism, discretion, business judgment and initiative.

Responsibilities

• Provide comprehensive calendar management for the CEO and ELT, prioritizing meetings, optimizing scheduling efficiency, and acting as a gatekeeper.
• Serve as a liaison and trusted point of contact for the Board of Directors, investors, and strategic partners, handling sensitive and confidential information with discretion.
• Organize and manage all logistics for Board meetings and executive events, including scheduling, drafting agendas, preparing presentation materials, and recording minutes.
• Implement administrative duties that enhance the CEO’s ability to lead effectively, including overseeing special projects, developing reports, presentations, and correspondence, managing contact databases, and compiling and analyzing briefing materials.
• Conduct outreach and manage correspondence with key stakeholders, including potential investors and business partners, on behalf of the CEO.
• Perform and analyze research on conferences, investors, and industry events while maintaining records and tracking outreach efforts.
• Oversee the NDA process for the organization, ensuring proper documentation, tracking, and compliance.
• Manage expense reports and travel arrangements for the leadership team, ensuring seamless coordination and cost efficiency.
• Maintain and manage the company master calendar, ensuring alignment across departments.
• Organize and support executive team meetings, company-wide meetings, and leadership retreats, ensuring seamless execution.
• Foster strong communication between the CEO and staff, acting as a bridge between leadership and internal teams.
• Ensure a professional and welcoming office environment by maintaining supplies, overseeing hospitality for guests, and managing office inquiries.
• Uphold the highest level of integrity and discretion in handling confidential business matters.
• Undertake special projects and initiatives assigned to support the organization’s management and business operations.
• Work collaboratively with cross-functional teams and diverse communities.
• Perform other duties as may be assigned by the CEO.

Requirements

Required Skills & Abilities

• Highly adaptable, proactive, and resourceful with a strong ability to anticipate needs and solve problems effectively.
• Strong leadership presence, able to represent the organization with professionalism and confidence.
• Advanced proficiency with Microsoft Office Suite (PowerPoint, Outlook, Word, Excel) and familiarity with Concur or other expense management tools.
• Exceptional written and verbal communication skills, with the ability to craft clear, concise, and professional correspondence.
• Strong emotional intelligence with the ability to build relationships and engage with a variety of stakeholders.

Education & Experience

• Bachelor’s degree in business administration, communications, or a related field.
• Minimum of 5 years of experience providing executive-level support to C-suite leadership.
• Proven experience in event planning, travel coordination, and meeting management.
• Ability to work autonomously, prioritize tasks efficiently, and maintain focus in a fast-paced environment.
• High degree of professionalism and sound judgment in handling sensitive information.
• Experience working in a startup environment is highly desirable.
• Ability to multitask and pivot quickly in response to changing priorities.

Working Environment

• Typical office areas with offices, cubicles and conference rooms.
• Typical laboratory and chemical storage areas which may contain hazardous compounds requiring adherence to safe handling practices.

Travel

• Willingness to travel domestically as needed (up to 10%) primarily to visit vendors and attendance at select conferences.

Physical Requirements

• Sustained periods of time standing and sitting in a laboratory.
• Sitting at a desk utilizing a computer.
• Some lifting of <25 pounds.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position.