Executive Operations Administrator

Executive Operations Administrator

Job Type: Full Time

Location:

Hybrid (Dallas, TX Office & Remote)

Reports to:

Director, People & Culture

Perimeter Medical Imaging AI is a pioneering medical technology company driven to transform cancer surgery with advanced imaging tools that address unmet medical needs. Cancer is a global challenge, and our goal is to improve patient outcomes and lower health care costs. With headquarters in Toronto, Canada and U.S. headquarters in Dallas, Texas, Perimeter technology delivers ultra-high-resolution imaging to help surgeons as they work to reduce re-excisions, adding real-time clarity on margin status in the operating room.

As our Executive Operations Administrator, you will be the organizational glue that keeps our company moving forward. In this dynamic, highly visible role, you will wear three essential hats: providing strategic administrative support to our leadership team, managing the day-to-day operations of our Dallas workspace to ensure a productive environment, and supporting the People & Culture team. We are looking for a proactive problem-solver with exceptional emotional intelligence, a passion for building great company culture, and the ability to seamlessly pivot from planning an executive offsite to onboarding our newest hire.

If you are a master of prioritization who thrives in a fast-paced environment where no two days are the same, we want you on our team.

Key Responsibilities

Executive Team Support

• Provide calendar support for the CEO and other C level executives when requested; proactively flag conflicts and surface scheduling priorities based on business objectives.
• Support ad hoc travel logistics as needed; primary travel arrangements are managed independently by executives.
• Serve as a cross-functional connector across departments, routing inquiries, tracking open items, and ensuring requests reach the right owner without creating bottlenecks.
• Draft, edit, and format executive communications, presentations, and meeting agendas, send out meeting minutes and own follow ups.
• Support board of directors and board committee meetings with scheduling, agenda, presentations and keeping the corporate record book.
• Organize and lead leadership meetings by developing and driving the meeting agendas, capturing accurate minutes and track action items to completion.
• Support C-level communications, including messaging and deliverables such as slide decks, emails, and other communication across various channels

Human Resources Administration

• Support People & Culture Director, and hiring managers with all administrative aspects of the employee onboarding process flow including: managing end-to-end interview logistics for active roles including multi-stage scheduling, candidate communication, and ATS maintenance
• Coordinate pre-employment requirements for new hires including background checks, reference checks, and credentialing documentation
• Support the offboarding process including exit interview scheduling, coordination with IT to ensure timely deactivation of all system access, and assist managers with coordinating knowledge transfer process
• Maintain accurate and highly confidential employee files, including, but not limited to updating the HRIS system, benefits administration, and employee documents as needed.
• Administer the company's Ramp expense management platform, including corporate card management, expense coding and categorization, monthly spend reporting by department and individual, new user onboarding, and audit support for Finance
• Maintain and update the company organizational chart on a recurring basis, reflecting all structural changes including new hires, departures, role changes, and reporting line updates; support the HR Director with people-related data analytics including headcount reporting, attrition tracking, tenure analysis, and compensation summaries to inform leadership and board-level business decisions.
• Assist with the preparation of HR correspondence and people-related documentation: including offer letters, employment verification, and compensation letters; maintain and update a standardized template library to ensure consistency and…