Executive Operations Coordinator

Company: ADMA Biologics

Location:

Boca Raton, FL

Job Title:

Executive Operations Coordinator

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.

• 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.

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.

Bachelor’s degree required.

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.

• 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 (Use the "Apply for this Job" box below)..
• ADMA Biologics is an Equal Opportunity Employer.