Executive Assistant

Position Summary

The Executive Assistant will provide high-level administrative and operational support to the Vice President of Quality Manufacturing Operations, as well as other members of the QARA Executive Leadership Team.   This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules, communications, and priorities in a highly regulated, fast-paced environment. The Executive Assistant will serve as a trusted partner to the VP and the broader Quality leadership team, supporting strategic initiatives, coordinating key business activities, and liaising with cross-functional and external stakeholders. The ideal candidate is detail-oriented, proactive, and comfortable navigating a matrixed organization with a high degree of professionalism.

Principal Responsibilities

•    Provide executive-level administrative support, including calendar management, meeting coordination, email oversight, and internal/external communications. Plan schedule, and execute team meetings, offsites, and events, including agenda development, materials preparation, and minutes documentation. 
•    Assist with the preparation of reports, presentations, and dashboards as needed for executive meetings and strategic reviews.
•    Track action items and deadlines on behalf of the leadership team to ensure timely execution and accountability.  
•    Act as a liaison between leadership internal departments and external partners, ensuring timely communication and follow-up. 
•    Coordinate complex domestic and international travel arrangements, including itineraries, accommodations, expense reporting, and logistics.
•    Support Quality Manufacturing Operations functional initiatives by coordinating operational reviews, audits, and compliance-related activities, along with general administrative tasks such a expense reporting and supplies as needed. 
•    Serve as the departmental Change Analyst by managing change control related activities across all Product Life Cycle management systems (Agile).
•    Coordinate Z table updates in SAP to support required master data changes for sterilization processes.
•    Oversee all purchase requisitions and purchase order related activities for the department within SAP.
•    Manage confidential and sensitive information with the highest level of discretion and integrity.
•    Provide onboarding support for new team members and serve as a point of contact for departmental processes and resources.
•    Proactively identify opportunities to streamline administrative processes and improve efficiency.
•    Other duties as assigned.
 

Education / Experience Requirements

•    Bachelor's degree preferred; equivalent administrative experience in a regulated industry required. 
•    Minimum of 5 years of experience supporting senior leadership in a corporate or highly regulated environment, preferably within medical devices or pharmaceuticals.
•    Administrative certification such as PACE or CAP preferred. 
 

Specialized Skills / Other Requirements

•    Familiarity with FDA regulations, cGMP, ISO standards is a strong plus.
•    Ability to work in a cross-functional, global team environment.
•    Exceptional communication skills (interpersonal, verbal, and written). 
•    Experience handling confidential and sensitive information with integrity.
•    Advanced proficiency with Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and virtual collaboration tools (Teams, SharePoint). 
•    Proven ability to manage multiple priorities, work independently, and maintain professionalism under pressure. 
•    Strong interpersonal skills with a high level of emotional intelligence, tact, and discretion.

TRAVEL REQUIRED: Minimal, no more than 10%
#LI-LM1