Executive Assistant

BioStem Technologies; Twin Lakes (FL); On-site; USD 70,000 - 100,000; Full time

Job summary

BioStem Technologies is a leading medical technology company focused on advanced wound care and regenerative medicine. The Executive Assistant provides high-level support to the C-Suite and Board of Directors, managing calendars, travel, and confidential communications.

You will prepare materials, coordinate Board meetings, and handle sensitive information with discretion, while ensuring timely delivery of reports, decks, and agendas.

Qualifications

• 7+ years as an Executive Assistant supporting C-Level executives
• Experience supporting boards (3+ years preferred)
• Advanced proficiency in MS Office; Boardvantage experience a plus
• Excellent communication, written and verbal
• Strong time-management and deadline handling
• Discretion and ability to handle sensitive information
• Flexible to support after-hours and travel as needed

Responsibilities

• Provide high-level, professional support to executives and Board of Directors
• Manage complex calendars and scheduling; resolve conflicts
• Coordinate Board meetings, travel, and materials distribution
• Prepare presentations, agendas, reports, and decks
• Screen calls, handle messages, and route non-routine requests
• Arrange executive travel and reconcile expenses
• Maintain confidentiality and liaise with outside counsel and auditors
• Support board portal and confidential filing systems

Skills

Executive support

Calendar management

Board liaison

Discretion

Communication skills

MS Office

Education

Bachelor's degree

Tools

Boardvantage

MS Office

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