Executive Assistant & Governance Specialist (Hybrid)

North American Science Associates, Inc.; Northwood (OH); On-site; USD 80,000 - 85,000; Full time

Job summary

NAMSA is seeking an experienced Executive Administrator to support the leadership team with complex calendar management, meeting prep, and confidential communications. The role also covers corporate governance—maintaining board materials, records, and entity data across domestic and international subsidiaries.

Strong organizational skills and discretion are essential in a regulated MedTech context. The position emphasizes governance, records management, and cross-functional coordination, with

Qualifications

• Bachelor's degree in a related field or equivalent required.
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Responsibilities

• Provide comprehensive administrative support to leadership teams through complex calendar management including scheduling, logistics, travel arrangements and expense reporting.
• Proactively manage priorities and competing demands, ensuring the executive’s time is aligned with the highest priority business needs.
• Coordinate meetings involving executive leadership including preparation of agendas, briefing materials, PowerPoint slides, meeting summaries and other executive level meeting materials.
• Prepare confidential and nonconfidential correspondence, leadership communications, presentations, reports, and other business documents for all assigned organizational initiatives.
• Track executive action items and follow up on deliverables which may maintain confidential and sensitive business information.
• Anticipate upcoming deadlines, decisions, meetings and deliverables and proactively prepare the executive and relevant stakeholders.
• Maintain a structured system for tracking executive commitments, follow-ups, decisions, and action items.
• Coordinate sensitive and confidential matters with appropriate discretion.
• Contribute to special projects assigned by executive leadership.
• Assist with drafting and maintaining organized records of Board and committee materials, resolutions, minutes, and supporting documentation.
• Support maintenance of corporate records for the parent company and subsidiary entities.
• Maintain organizational records, including entity information, directors/officers, governing documents, ownership, signing authorities, etc.
• Coordinate annual entity requirements and corporate housekeeping activities with internal resources, outside counsel, registered agents, and other service providers.
• Maintain corporate organizational charts and signer/officer/director information.
• Assist with obtaining signatures and coordinating execution of resolutions, agreements, certificates, powers of attorney, and other corporate documentation.
• Maintain centralized electronic governance and corporate records.
• Support information requests associated with audits, financing activities, due diligence, transactions, regulatory matters, and other enterprise initiatives.
• Other duties as assigned.

Skills

Executive support

Calendar management

Communication

Project coordination

Discretion handling

Confidential information handling

Organizational skills

Education

Bachelor's degree in Business Administration/Law/Political Science/Communications/Project Management

Tools

SmartSheet

Co-Pilot

Concur

ERP systems

Purchase ordering systems

Job description

NAMSA pioneered the industry and was the first independent company in the world to focus solely on medical device materials for safety. NAMSA started testing medical devices before the U.S. Food and Drug Administration started regulating such products in 1976. We are shaping the industry. NAMSA has been a key contributor to the development of the test methods that govern our industry. We have become the industry’s premier provider. We provide support for clients during every step of the product development lifecycle and beyond.

Vision to inspire innovative MedTech solutions that advance global healthcare, improve patient lives and accelerate Client success and the Mission to deliver best-in-class global MedTech development solutions through our people, expertise and technology by adhering to our core Values: Act with integrity in everything we do. Provide best-in-class customer experiences. Develop superior talent and deliver expertise. Respond with agility and provide timely results. Embrace collaboration, diverse perspectives and ideas.

Compensation Target: $80,000.00

Target Pay Range depending on location & experience is 80,000-85,000 USD. Eligible for NAMSA Achieves (Company Bonus Structure).

Job Description

Executive Leadership Support

• Provide comprehensive administrative support to and leadership team members through complex calendar management including scheduling, logistics, travel arrangements and expense reporting.
• Proactively manage priorities and competing demands, ensuring the executive’s time is aligned with the highest priority business needs.
• Coordinate meetings involving executive leadership including preparation of agendas, briefing materials, PowerPoint slides, meeting summaries and other executive level meeting materials.
• Prepare confidential and nonconfidential correspondence, leadership communications, presentations, reports, and other business documents for all assigned organizational initiatives.
• Track executive action items and follow up on deliverables which may maintain confidential and sensitive business information.
• Anticipate upcoming deadlines, decisions, meetings and deliverables and proactively prepare the executive and relevant stakeholders.
• Maintain a structured system for tracking executive commitments, follow-ups, decisions, and action items.
• Coordinate sensitive and confidential matters with appropriate discretion.
• Contribute to special projects assigned by executive leadership.

Corporate Governance Support

• Assist with drafting and maintaining organized records of Board and committee materials, resolutions, written consents, minutes, and supporting documentation.
• Support maintenance of corporate records for the parent company and domestic and international subsidiaries.
• Maintain organizational records, including entity information, directors and officers, governing documents, ownership information, signing authorities, and related corporate documentation.
• Coordinate annual entity requirements and corporate housekeeping activities with internal legal resources, outside counsel, registered agents, and other service providers.
• Maintain corporate organizational charts and authorized signer/officer/director information.
• Assist with obtaining signatures and coordinating execution of resolutions, agreements, certificates, powers of attorney, and other corporate documentation.
• Maintain centralized and well-organized electronic governance and corporate records.
• Support information requests associated with audits, financing activities, due diligence, transactions, regulatory matters, and other enterprise initiatives.
• Other duties as assigned.

Qualifications & Technical Competencies

• Bachelor's Degree in Business Administration, Legal Studies, Political Science, Communications, Project Management, or a related field or equivalent required.
• 5+ years of progressively responsible executive support, executive administration, or business operations experience required.
• 1-3 years of experience supporting corporate governance, legal operations, paralegal functions, strategy, or compliance activities required.
• 1-3 years of project coordination or project management experience required.
• Experience directly supporting senior executives in a complex corporate environment required.
• Demonstrated experience handling highly confidential and sensitive information required.
• Exceptional organizational, project-management, written communication, and follow-through skills required.
• Ability to independently manage multiple priorities, deadlines, and stakeholders required.
• Paralegal Certificate, Notary, Corporate Governance or Project Management coursework/certification, or CAP (Certified Administrative Professional) certification preferred.
• Experience with supporting a Board of Directors or Board Committees, or corporate governance processes.
• Experience maintaining domestic and/or international legal entity records.
• Experience coordinating corporate transactions, due diligence, financing activities, or M&A projects.
• Experience within medical device, healthcare, life sciences, research, consulting, legal, or other regulated industries.
• Experience working with technologies such as SmartSheet, Co-Pilot, Concur, ERPs, Purchase Ordering Systems, etc.

Working Conditions

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel and reach with hands and arms.
• The employee must occasionally lift and/or move up to 50 pounds (23 kgs).
• Frequent use of telephone and video conferencing tools.
• Extensive use of computer keyboard and mouse; prolonged periods of sitting.
• Noise level in the work environment is usually moderate.
• Occasional Travel may be required.
• If there is any discrepancy between the above and federal and local legal requirements, the legal requirements apply.

The compensation grade range for this position is: $56,000.00 - $109,000.00 - Annual

NAMSA is an equal employment opportunity company.

NAMSA participates in pre-employment background and drug screen processes aligned to local, state and federal laws.

NAMSA was founded on the principals of delivering quality customer service, conducting ourselves with integrity, respect for one another, open communication and collaboration.

Whether you have a background in Laboratory Science, Clinical Research, Regulatory Affairs, Quality Assurance, Engineering, or Sales & Business, NAMSA offers exciting opportunities to align with your expertise.