Executive Assistant

We improve the safety of patients, clinics, their staff and the environment by transforming the way infection prevention practices are understood and conducted and introducing innovative technologies that deliver improved standards of care. Nanosonics is a company that specializes in the development of innovative solutions for the automated reprocessing of reusable medical devices.

Today, Nanosonics has a global presence with offices across Australia, Canada, the United States of America, Europe, the United Kingdom and Japan. Global HQ is located in Macquarie Park, Sydney, where all Research & Development, Manufacturing and Corporate functions reside. The US Corporate HQ is located in Indianapolis, IN.

As an Executive Assistant you will provide essential support to the President, North America and NA leadership team, ensuring the smooth execution of key administrative functions such as calendar management, travel coordination, meeting planning, preparing presentation material and high-level communications on behalf of the leadership team. With a sharp focus on proactive organization, this role is instrumental in driving efficiency and effectiveness for the team.

The Executive Assistant also acts as a trusted liaison across the organization, facilitating seamless collaboration, managing upcoming meetings and action items with precision. Success in this role demands good judgment, meticulous attention to detail, accountability, problem-solving, and skilled at anticipating the needs of a fast-moving team. You will become part of a dynamic company culture characterized by a strong team spirit at our US headquarters in Indianapolis, Indiana

• Manages various leaders' schedules, organizing meetings, conferences, and teleconferences
• Full travel management and planning, including research options and book flights, car, hotel, passport / visa(s), dinners and ensures all itineraries and details are added to calendars
• Complete expense reports, process invoices, create / review purchase orders and track project expenses
• Coordinates meetings, events, including preparation for internal and external meetings including agendas, materials, presentations, and briefing notes.
• Ensures proper setup and logistics for meetings, including technology, hospitality, venue coordination and agenda / presentation preparation.
• As needed records, synthesizes, and distributes meeting minutes including key decisions, deadlines, and action items.
• Creates professional documents such as spreadsheets, charts, and visual aids
• Develops presentations from data and outlines with minimal direction
• Anticipates upcoming departmental cycles (sales calendars, billing cycles, compliance deadlines, training schedules) and ensures meetings, communications, and deliverables are aligned.
• Provides support and facilitates communication within the team and with external contacts
• Coordinates department-wide communications as needed, ensuring timely distribution of updates, expectations, and follow-up on outstanding items.
• Implements process improvements to enhance department and office operations
• Enhances leadership performance by taking ownership of diverse and high-priority tasks
• Provides excellent customer service and timely responses to internal and external inquiries
• Takes on additional duties as assigned to support the team and organization

• 5+ years of direct experience providing high-level administrative support to executive leaders, including Vice Presidents, Presidents, COOs or CEOs (required)
• Demonstrated experience successfully managing complex schedules, travel logistics, and communications for high-level leadership (required)
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with fluency in digital collaboration tools
• Expertise in planning and executing complex events, coordinating travel logistics, and supporting high-impact business meetings
• Willingness to travel for business needs (less than 10%) and accommodate work outside normal business hours as required to accommodate communication with Sydney HQ.
• Ability to maintain a positive, collaborative, and…