Executive Operations Coordinator

ADMA Biologics, Inc.; Boca Raton (FL); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

401(k) plan with employer match

Medical, Vision, Life and Dental Insurance

Pet Insurance

Company paid STD and LTD

3 Weeks’ Paid Time Off

Tuition Assistance

Free shuttle to the Boca Tri-Rail station

Job summary

ADMA Biologics, Inc. is seeking an Executive Operations Coordinator to provide key administrative functions, supporting executives in their daily tasks to ensure peak efficiency. The role includes coordinating meetings, corresponding, and managing the executive's calendar.

Candidates must have five or more years of administrative experience, with at least three years at a senior executive level. A Bachelor’s degree is required, and the position offers comprehensive benefits.

Qualifications

• Requires five or more years of successful administrative experience.
• At least three years at the senior executive level.
• Professional experience working with senior-level executives.

Responsibilities

• Compose original correspondence, documents, reports, and presentations.
• Maintain appointment calendar and coordinate meetings.
• Support high-level executives in their daily tasks.
• Act as liaison by maintaining open communication.
• Prepare and design general correspondence, memos, and presentations.

Skills

Attention to detail

Communication skills

Project management

Education

Bachelor’s degree

Job description

Job Title

Executive Operations Coordinator

Location: Boca Raton, FL

Job Description

The Executive Operations Coordinator supports the executive as assigned, providing key administrative functions that enable the executive to operate at peak efficiency. Coordinating email correspondence, travel arrangements, minutes of meetings, assembly of materials for presentations, and managing the executive’s calendar. Provides analysis and prepares data and reports, while maintaining complete confidentiality at all times.

Essential Functions (ES) And Responsibilities

• Compose original correspondence, documents, reports, and presentations as directed; edit for clarity, proofread for accuracy and appearance, and copy, mail, scan, fax and/or overnight mail as needed.
• Maintain appointment calendar; coordinate, schedule, and arrange meetings and conferences on behalf of the Executive. Meeting arrangements may include reserving meeting space, hotel rooms, arranging meals or refreshments, and audio/visual equipment.
• Support high‑level executives in their daily tasks and represent the executive office in a pleasant and professional manner at all times.
• Act as liaison by maintaining open communication. Answer all telephone calls internal and external, screen calls, redirect and take messages, relay urgent or sensitive calls, and follow up to ensure proper response.
• Prepare and design general correspondence, memos, charts, tables, graphs, business plans, PowerPoint presentations, and publishing documents. Proofread documents for spelling, grammar and layout and make necessary changes to ensure accuracy and clarity.
• Work independently and with a team on projects; act as project manager for special projects that may include planning, scheduling, and coordination of presentations and information, creating specialized reports, and disseminating meeting minutes.
• Maintain complete confidentiality and exercise sound judgment in addressing and proactively managing daily business issues with minimal direction.
• Maintain an orderly, logical filing system and a digital filing system of business licenses, contracts, SOWs, and other documentation to facilitate prompt retrieval of documents.

Competencies

Ability to follow cGMP procedures with great attention to detail.

Experience Requirements

Requires five or more years of successful administrative experience, including at least three years at the senior executive level; preferably in a mid‑to‑large public corporation. Requires professional experience working with senior‑level executives within and outside the company, customers, vendors, visitors, and others.

Education Requirements

Bachelor’s degree required.

Compliance Requirements (ES)

Minimum compliance expectation for this role entails strict adherence to FDA regulations and company policies governing sales and marketing activities. This includes completion of required compliance training, accurate documentation of sales interactions, adherence to data privacy regulations, proactive participation in compliance reviews, prompt reporting of potential issues, and ongoing education to stay updated on relevant FDA regulations.

Benefits

• 401(k) plan with employer match and immediate vesting
• Medical, Vision, Life and Dental Insurance
• Pet Insurance
• Company paid STD and LTD
• Company Paid Holidays
• 3 Weeks’ Paid Time Off (within the first year)
• Tuition Assistance (after the first year)
• Free shuttle to the Boca Tri‑Rail station
• Use of E‑Verify to confirm employment eligibility of all newly hired employees. To learn more about E‑Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify.
• ADMA Biologics is an Equal Opportunity Employer.