Senior Administrative Assistant

Description

We are a growing medical device company developing innovative technology to transform the treatment of mitral valve disease. Our team is advancing a transcatheter mitral valve replacement through pivotal clinical development, with a shared commitment to bringing safe, effective, and innovative technology to patients.

We are seeking a Senior Administrative Assistant to serve as a trusted partner to our Chief Operating Officer (COO) and provide high-level administrative and operational support across the organization. This is much more than a traditional administrative role—you will help the COO stay focused on strategic priorities by anticipating needs, managing complex schedules, coordinating critical activities, and proactively solving logistical challenges.

The ideal candidate is highly organized, discreet, adaptable, and comfortable operating in a fast-paced environment where priorities can change quickly. This role will also provide administrative and logistical support to Clinical Operations leadership and may occasionally assist with personal scheduling and logistical needs that impact executive availability.

• Manage the COO’s complex calendar, including scheduling and coordinating internal and external meetings, multiple participants, time zones, agendas, conference rooms, audio/visual requirements, and other logistical needs.
• Proactively anticipate scheduling conflicts, competing priorities, and upcoming commitments to help ensure the COO remains focused on key organizational priorities and deliverables.
• Work closely with the COO and other members of the leadership team to coordinate upcoming commitments, meetings, deadlines, and responsibilities, ensuring appropriate follow-up and communication.
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, itineraries, and related meeting logistics.
• Monitor travel schedules and proactively respond to delays, cancellations, or other changes by adjusting arrangements and communicating updates as needed.
• Serve as a professional and responsive point of contact between the COO and internal and external stakeholders, including employees, executives, customers, partners, and other business contacts.
• Coordinate leadership meetings, off-site meetings, physician trainings, think tanks, and other organizational events, including scheduling, logistics, materials, travel arrangements, and follow-up.
• Support the preparation, editing, and distribution of emails, correspondence, memos, reports, and other communications on behalf of the COO, ensuring accuracy, professionalism, and confidentiality.
• Review and assist with the development of PowerPoint presentations and other executive materials for clarity, consistency, and professional presentation.
• Where appropriate, improve presentation materials by converting complex or text-heavy information into clear visual formats, timelines, or other easy-to-understand presentations.
• Track and follow up on action items, requests, and commitments to help ensure timely completion and appropriate communication.
• Respond to executive requests and inquiries in a timely, professional, and efficient manner, using sound judgment regarding priorities and appropriate escalation.
• Prepare, organize, and maintain confidential documents, records, and information with a high degree of discretion.
• Manage and submit expense reports and supporting documentation in accordance with company requirements.
• Assist with coordination of the COO’s professional and, as appropriate, personal scheduling needs to support effective time management and work-life logistics.
• Provide flexibility to support occasional early morning, evening, or other non-standard work hours when business needs require.
• Maintain a high level of professionalism, confidentiality, and discretion when handling sensitive business and organizational information.
• Provide occasional administrative and logistical support for personal matters, as requested, including coordination of activities that may impact the executive’s work schedule or availability.
• Provide administrative,…