Project Manager: IT Leadership Operations & Executive Coordination Lead

CH01 CHE Fresenius Medical Care (Schweiz) AG; Waltham (MA); Hybrid; USD 41,000 - 70,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with company match

Paid time off

Parental leave

Job summary

Fresenius Medical Care in the United States seeks an experienced Executive Assistant to support IT Leadership Operations in a hybrid role (3 days in the office, 2 days remote) from Waltham, MA. You will own calendars for multiple senior IT executives, organize ELT and town hall meetings, and coordinate travel and logistics.

The role requires 3–5 years of senior-level executive support, exceptional communication, and the ability to drive agendas and action items across teams.

Qualifications

• Bachelor's degree or higher in Business Administration, Communications or related field.
• 3-5 years of experience in executive support at a senior level.
• Experience supporting multiple C-suite or senior executives.
• Excellent executive communication and interpersonal skills with senior leadership.
• Superior organizational and time management skills with the ability to manage competing priorities.
• Discretion, confidentiality, and professional judgment.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to work independently while collaborating with cross-functional teams.
• Detail-oriented with multitasking in a fast-paced environment.

Responsibilities

• Own calendar execution and meeting organization for the ITLT US pod.
• Coordinate leadership meetings, travel arrangements, and meeting logistics.
• Prepare and distribute meeting materials, pre-reads, and agendas.
• Track and follow up on action items and meeting outcomes to ensure accountability.
• Support cross-pod coordination with European leadership as needed.

Skills

Calendar management

Executive support

Cross-functional collaboration

MS Office

Written & verbal communication

Discretion & confidentiality

Time management

Operational coordination

Travel logistics

Executive communication

Education

Bachelor's degree in Business Administration, Communications, or a related field

Tools

Microsoft Project

Trello

Asana

Workday

Job description

This is a HYBRID Position with 3 days in the office/2 days remote

Principal Duties and Responsibilities:

• Calendar Management & Executive Support: Serve as Pod Lead for ITLT US executives (SVP Infra & Architecture, SVP Data & AI Solutions, Global Chief Information Security Officer, SVP, ITS Application Solutions), providing primary calendar ownership and coordination Manage complex, high-volume calendars for multiple senior IT executives, proactively resolving scheduling conflicts and optimizing time allocation Coordinate executive prioritization and calendar leadership in partnership with Chief of Staff Leads to ensure alignment with strategic goals Provide backup support to other Pod Leads as needed to ensure continuity of executive operations
• Meeting Operations & Logistics: Organize leadership meetings (ELT, Operational Reviews, Town Halls) and ensure readiness of all logistics including room reservations, technology setup, and catering Coordinate scheduling support, travel arrangements, and meeting logistics across ITLT Partner with Executive Operations – Content & Leadership Forums to ensure meeting materials, pre-reads, and agendas are prepared and distributed on time Track and follow up on action items and meeting outcomes to ensure accountability
• Strategic Coordination & Cross-Functional Collaboration: Act as primary owner of calendar execution and meeting organization across the ITLT US pod Collaborate with the Chief of Staff to CIO to support the overall operating model, governance, and prioritization framework Partner with all ITS Chief of Staff Leads to translate strategic priorities into actionable calendar and meeting schedules Support cross-pod coordination with European leadership (Bad Homburg) and satellite support teams as needed Contribute to continuous improvement of executive operations processes and best practices

Qualifications:

• Bachelor's degree in Business Administration, Communications, or a related field preferred
• 3-5 years of experience in executive support, calendar management, or administrative operations at a senior level
• Demonstrated experience supporting multiple C-suite or senior executives simultaneously
• Exceptional executive communication and interpersonal skills with the ability to interact confidently with senior leadership
• Superior organizational and time management skills with proven ability to manage competing priorities
• Outstanding written and verbal communication skills
• High degree of discretion, confidentiality, and professional judgment
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
• Strong problem-solving skills with ability to anticipate needs and proactively address issues
• Ability to work independently while effectively collaborating with cross-functional teams
• Detail-oriented with ability to multitask in a fast-paced, dynamic environment

Desired skills:

• Experience in IT, technology, or pharmaceutical/biotech industry preferred
• Knowledge of executive operations frameworks and best practices
• Experience with project management tools (e.g., Microsoft Project, Trello, Asana) for tracking and organizing tasks
• Familiarity with HR systems (such as Workday) and organizational tools
• Experience supporting global teams across multiple time zones
• Initiative and proactive approach to identifying opportunities for process improvement
• Strong interpersonal skills to build and maintain positive relationships with executives, team members, and external stakeholders
• Ability to write clear and concise communications, meeting summaries, and reports

This role offers a unique opportunity to be at the center of IT Leadership operations, directly supporting senior executives and contributing to the strategic effectiveness of the IT organization. The ideal candidate will be a self-starter with exceptional organizational skills, a service-oriented mindset, and the ability to thrive in a dynamic, executive-level environment. This role is Hybrid (3 days in the office).

\"The rate of pay for this position will depend on the successful candidate’s work location and qualifications, including relevant education, work 17perience, skills, and competencies. Hourly Rate: $30 - $51

Benefit Overview:

This position offers a comprehensive benefits package including medical, dental, and vision insurance, a 401(k) with company match, paid time off, parental leave.

Fresenius Medical Care is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sexual orientation, gender identity, parental status, national origin, age, disability, military service, or other non-merit-based factors

Creating a future worth living. For patients. Worldwide. Every day. Fresenius Medical Care is the world's leading provider of products and services for individuals with kidney disease of which approximately 4.5 million patients worldwide regularly undergo dialysis treatment. United by a shared purpose of creating a future worth living for chronically and critically ill people, we care for around 292,000 dialysis patients around the globe. In addition, we operate around 35 global production sites to provide products such as dialysis machines, dialyzers, and related disposables. We aim to continuously improve our patients’ quality of life by offering them high-quality products as well as innovative technologies and treatment concepts.