Executive Associate

Convatec; Lexington (MA); Hybrid; USD 85,000 - 115,000; Full time

Job summary

Convatec in Lexington, MA is seeking an Executive Associate to provide high‑level administrative, operational, and coordination support to the Chief Clinical & Medical Affairs officer and to the VP, Quality. The role enables executives to operate across a global, matrixed organization by managing priorities, calendars, travel, and key meetings.

You will maintain discretion, coordinate cross‑functional stakeholders, prepare executive materials, handle confidential information, and support budget

Qualifications

• Bachelor’s degree in business administration or related field preferred; equivalent experience will be considered.
• Five or more years of experience in senior-level administrative or executive-support roles preferred.
• Proven ability to support senior leaders in a global, matrixed organization.

Responsibilities

• Manage executives’ calendars with priority setting and conflict resolution.
• Coordinate complex domestic and international travel and related logistics.
• Plan and support key meetings, leadership forums, offsites, town halls, and team events.
• Prepare agendas, materials, notes, and follow-up communications with clear ownership.
• Serve as liaison between executives, leadership, internal functions, and external partners.
• Support executive materials, including presentations and briefing packs.
• Handle confidential information with discretion and proper records management.
• Maintain administrative systems, files, and contact lists for efficiency.
• Create PO invoices, track payments, and support procurement with Finance.
• Coordinate meeting logistics including room setup, catering, and equipment.
• Identify process improvements and implement practical changes.
• Provide broader admin support to team members or special projects.

Skills

Senior-level administration support

Organization & prioritization

Discretion & confidentiality

Executive communication

Proactive problem solving

Independent work

Microsoft Office 365

Outlook

Word

PowerPoint

Excel

Teams

SharePoint

OneDrive

Concur

SAP

Education

Bachelor’s degree in business administration or related field

Tools

Microsoft 365

Job description

The Executive Associate provides high-level administrative, operational, and coordination support to the Chief Clinical & Medical Affairs officer and to the VP, Quality. The role enables the executives to operate effectively across a complex, global, matrixed organization by understanding evolving priorities, carefully managing time, coordinating critical meetings and travel, and ensuring follow-through on commitments.

The role requires strong judgement, discretion, organizational discipline, and the ability to anticipate needs, connect across stakeholders, and create order in a fast-moving executive environment. The successful candidate will be a trusted partner to the executives and a go-to resource for their teams, combining excellent communication skills, proactive problem solving, and strong execution capability.

Key Responsibilities

• Manage the executives’ calendars, using sound judgement to prioritize time, resolve conflicts, protect focus time, and ensure alignment with strategic priorities.
• Coordinate complex domestic and international travel, accommodation, itineraries, visa or documentation needs, and related logistics, including timely expense reporting.
• Plan, organize, and support key team meetings, leadership team forums, operating reviews, offsites, town halls, business meetings, and team events.
• Prepare agendas, pre-read materials, meeting notes, action logs, and follow-up communications, ensuring clear ownership and timely closure of actions.
• Act as a professional liaison between the executive, their leadership team, Executive Leadership stakeholders, internal functions, external partners, and visitors.
• Support preparation and formatting of executive-level materials, including presentations, reports, briefing packs, correspondence, and team communications.
• Handle confidential and sensitive information with discretion, professionalism, and appropriate records management discipline.
• Maintain effective administrative systems, files, records, distribution lists, contact lists, and document repositories to support efficient team operations.
• Create purchase orders, process invoices, track payments, coordinate vendor onboarding, and support budget-related administrative activity in partnership with Finance and Procurement.
• Coordinate office, meeting-room, catering, supply, equipment, and logistics for meetings, as needed.
• Identify opportunities to improve administrative processes, communication flow, meeting effectiveness, and team operating rhythm; take initiative to implement practical improvements.
• Provide broader administrative support to team members or special projects as agreed with the manager.

Authority (if applicable)

Acts with delegated authority to manage scheduling, logistics, administrative coordination, purchase order initiation, invoice follow-up, and routine stakeholder communications on behalf of the leader, within applicable Convatec policies and approval limits.

Team

No direct reports

Principal Contacts & Purpose of Contact

• Principal contacts: S&I leadership team; MACA leaders, Q&R leaders, Executive Leadership stakeholders, IT, Facilities, Communications, Finance, Procurement, Legal, Compliance, external vendors, and visitors.
• Purpose of contact: calendar and workflow coordination, meeting planning, travel and logistics, executive communications, PO/invoice support, records management, and follow-up on actions.

Travel Requirements

3–4 times per year, as business needs require.

Languages

• Speaking: Yes English
• Writing/Reading: Yes English

Working Conditions

Hybrid, with regular presence expected in the Lexington office and flexibility to support global time zones as required.

Special Factors

None

Qualifications/Education

• Bachelor’s degree in business administration or related field preferred; equivalent experience will be considered.
• Five or more years of experience in senior-level administrative, executive assistant, business operations, or related roles preferred.

Skills & Experience

• Significant experience supporting senior or executive-level leaders in a global, matrixed organization; experience in healthcare, medical technology, life sciences, or regulated environments preferred.
• Exceptional organization, prioritization, and time-management skills, with the ability to manage multiple urgent and important activities simultaneously.
• Strong judgement, discretion, and confidentiality when handling sensitive business, people, financial, or strategic information.
• Excellent written and verbal communication skills, with the ability to interact confidently and professionally with senior stakeholders and external contacts.
• High proficiency with Microsoft Office and Microsoft 365 tools, including Outlook, Word, PowerPoint, Excel, Teams, SharePoint, and OneDrive.
• Experience with travel, expense, procurement, purchase order, and invoice systems; Concur and SAP experience preferred.
• Strong attention to detail and follow-through, with a bias for action and continuous improvement.
• Ability to work independently, anticipate needs, solve problems proactively, and remain composed in a fast-paced environment.

Equal opportunities

Convatec provides equal employment opportunities for all current employees and applicants for employment. This policy means that no one will be discriminated against because of race, religion, creed, color, national origin, nationality, citizenship, ancestry, sex, age, marital status, physical or mental disability, affectional or sexual orientation, gender identity, military or veteran status, genetic predisposing characteristics or any other basis prohibited by law.

Notice to Agency and Search Firm Representatives

Convatec is not accepting unsolicited resumes from agencies and/or search firms for this job posting. Resumes submitted to any Convatec employee by a third party agency and/or search firm without a valid written and signed search agreement, will become the sole property of Convatec. No fee will be paid if a candidate is hired for this position as a result of an unsolicited agency or search firm referral. Thank you.

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About Convatec

Pioneering trusted medical solutions to improve the lives we touch:

Convatec is a global medical products and technologies company, focused on solutions for the management of chronic conditions, with leading positions in Advanced Wound Care, Ostomy Care, Continence Care, and Infusion Care. With over 10,000 colleagues, we provide products and services in around 90 countries, united by a promise to be forever caring. Our solutions provide a range of benefits, from infection prevention, treatment for hard to heal wounds, at-risk skin and ulcerated tissue to supporting debilitating conditions, improved patient outcomes and reduced care costs. Convatec's revenues in 2025 were over $2 billion. The company is a constituent of the FTSE 100 Index (LSE:CTEC). To learn more please visit: http://www.convatecgroup.com.