Executive Operations Coordinator

ADMA BioCenters; Boca Raton (FL); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

401K 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 BioCenters in Boca Raton is seeking an Executive Operations Coordinator to support the executive team with essential administrative functions. Responsibilities include managing correspondence, travel arrangements, and maintaining the executive’s calendar to facilitate their operations effectively.

The ideal candidate will have at least five years of administrative experience, including three years supporting senior executives, and must hold a bachelor's degree. The role offers a comprehensive benefits package including medical and dental insurance, 401K, and paid time off.

Qualifications

• Five or more years of successful administrative experience.
• At least three years of experience at the senior executive level.
• Experience in working with senior-level executives and external stakeholders.

Responsibilities

• Supports the executive with administrative functions.
• Coordinates email correspondence and travel arrangements.
• Maintains appointment calendar and schedules meetings.
• Acts as liaison and manages communication effectively.
• Types and designs general correspondence and presentations.
• Manages and organizes documentation and filing systems.

Skills

Administrative experience

Communication skills

Project management

Confidentiality

Familiarity with FDA regulations

Education

Bachelor's degree

Job description

Company: ADMA Biologics
Location: Boca Raton, FL

Job Title: Executive Operations Coordinator

Position Summary

The Executive Operations Coordinator supports the executive as assigned. Provides key administrative functions that enable the executive to operate at peak efficiency. Coordinates email correspondence, travel arrangements, minutes of meetings, assembly of materials for presentations and manages the executive’s calendar. Will analyze and prepare data and reports. Maintains 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; copy, mail, scan, fax and/or overnight mail as needed.
• Maintain appointment calendar; coordinate schedules, 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, etc.
• Support high‑level executives in their daily tasks. 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, as well as screen telephone calls; redirect calls as needed; take messages. Relay urgent or sensitive calls; follow‑up to ensure proper response.
• Types and designs general correspondence, memos, charts, tables, graphs, business plans, PowerPoint presentations, publishing documents etc. Proofread documents for spelling, grammar and layout and make necessary changes. Responsible for accuracy and clarity of final documents.
• Works independently and with a team on projects. Acts as project manager for special projects which may include planning, scheduling, coordinating presentations and information, creating specialized reports, and disseminating information, materials and meeting minutes.
• Always maintain complete confidentiality.
• Exercises sound judgment in addressing and proactively managing daily business issues with minimal direction.
• Maintains an orderly, logical filing system and a digital filing system of business licenses, contracts, SOWs, and any other documentation to facilitate prompt retrieval of documents.

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 in working with senior‑level executives within and outside the company, as well as customers, vendors, visitors, and others.

Education Requirements

Bachelor’s degree required.

Preferred Experience

The 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, and adherence to data privacy regulations. Additionally, the role requires proactive participation in compliance reviews, prompt reporting of any potential issues, and ongoing education to stay updated on relevant FDA regulations.

Benefits

• 401K 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)
• Easily accessible to Tri‑Rail — Free shuttle to the Boca Tri‑Rail station
• ADMA Biologics uses E‑Verify to confirm the 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.