Executive Associate

Executive Associate

The Executive Associate provides high-level administrative, operational, and coordination support to the Chief Clinical & Medical Affairs officer and to the VP, Quality. The role enables the executives to operate effectively across a complex, global, matrixed organization by understanding evolving priorities, carefully managing time, coordinating critical meetings and travel, and ensuring follow-through on commitments. The role requires strong judgement, discretion, organizational discipline, and the ability to anticipate needs, connect across stakeholders, and create order in a fast-moving executive environment.

The successful candidate will be a trusted partner to the executives and a go-to resource for their teams, combining excellent communication skills, proactive problem solving, and strong execution capability.

Key Responsibilities:

• Manage the executives' calendars, using sound judgement to prioritize time, resolve conflicts, protect focus time, and ensure alignment with strategic priorities.
• Coordinate complex domestic and international travel, accommodation, itineraries, visa or documentation needs, and related logistics, including timely expense reporting.
• Plan, organize, and support key team meetings, leadership team forums, operating reviews, offsites, town halls, business meetings, and team events.
• Prepare agendas, pre-read materials, meeting notes, action logs, and follow-up communications, ensuring clear ownership and timely closure of actions.
• Act as a professional liaison between the executive, their leadership team, Executive Leadership stakeholders, internal functions, external partners, and visitors.
• Support preparation and formatting of executive-level materials, including presentations, reports, briefing packs, correspondence, and team communications.
• Handle confidential and sensitive information with discretion, professionalism, and appropriate records management discipline.
• Maintain effective administrative systems, files, records, distribution lists, contact lists, and document repositories to support efficient team operations.
• Create purchase orders, process invoices, track payments, coordinate vendor onboarding, and support budget-related administrative activity in partnership with Finance and Procurement.
• Coordinate office, meeting-room, catering, supply, equipment, and logistics for meetings, as needed.
• Identify opportunities to improve administrative processes, communication flow, meeting effectiveness, and team operating rhythm; take initiative to implement practical improvements.
• Provide broader administrative support to team members or special projects as agreed with the manager.

Authority (if applicable):

Acts with delegated authority to manage scheduling, logistics, administrative coordination, purchase order initiation, invoice follow-up, and routine stakeholder communications on behalf of the leader, within applicable Convatec policies and approval limits.

Team

No direct reports

Principal Contacts & Purpose of Contact

• Principal contacts: S&I leadership team; MACA leaders, Q&R leaders, Executive Leadership stakeholders, IT, Facilities, Communications, Finance, Procurement, Legal, Compliance, external vendors, and visitors.

• Purpose of contact: calendar and workflow coordination, meeting planning, travel and logistics, executive communications, PO/invoice support, records management, and follow-up on actions.

Travel Requirements

3–4 times per year, as business needs require.

Languages

• Speaking:
  Yes English
• Writing/Reading:
  Yes English

Working Conditions

Hybrid, with regular presence expected in the Lexington office and flexibility to support global time zones as required.

Special Factors

None

Qualifications/

Education:

• Bachelor's degree in business administration or related field preferred; equivalent experience will be considered.
• Five or more years of experience in senior-level administrative, executive assistant, business operations, or related roles preferred.

Skills & Experience:

• Significant experience supporting senior or executive-level leaders in a global, matrixed organization; experience in healthcare, medical technology, life sciences, or regulated…