Executive Assistant

Werfen is a growing, family-owned, innovative company founded in 1966 in Barcelona, Spain. We are a worldwide leader in specialized diagnostics in the areas of Hemostasis, Acute Care Diagnostics, Transfusion, Autoimmunity, and Transplant. Through our Original Equipment Manufacturing (OEM) business line, we research, develop, and manufacture customized assays and biomaterials. We operate directly in 30 countries, and in more than 100 territories through distributors.

Our Headquarters and Technology Centers are located in the US and Europe, and our workforce is more than 7,000 strong.

Our success comes from a specific focus in these rapidly evolving diagnostic areas, our commitment to customers, and our dedication to innovation and quality. We’re passionate about providing healthcare professionals the most valuable and complete solutions to improve hospital efficiency and enhance patient care.

The Executive Assistant will provide high-level administrative support through strategic planning, proactive problem-solving, and strong attention to detail to ensure departmental and organizational objectives are met. This role includes managing multiple executive calendars, coordinating travel arrangements, and overseeing daily operations while handling confidential communications with discretion.

In addition to administrative support, the Executive Assistant will assist with scheduling and preparing for meetings and interviews, manage various projects, and serve as a key resource for the executive team and colleagues worldwide. Strong organizational skills, efficient systems, and structured processes are essential to ensuring business continuity and the overall success of the executive team.

• Proactively organize and expedite work flow through department.
• Initiate follow-ups, communicate executive directives to relevant stakeholders, and monitor the progress of high-level and time-sensitive projects. Provide timely status updates to ensure smooth execution.
• Act as a key point of contact for senior leadership, employees, and external partners. Ensure seamless calendar management, communication flow, and follow-through on critical matters. Address urgent inquiries in the executive’s absence and elevate priority issues as needed. Maintain effective internal and external relationships while ensuring timely and accurate communication.
• Independently manage daily scheduling, including high-priority meetings and engagements. Manage domestic and international travel arrangements, proactively addressing potential issues. Ensure meticulous tracking of logistics, details, and contingencies
• Develop and refine PowerPoint presentations for diverse audiences, including the Board of Directors, Executive Leadership Team, and strategic partners. Conduct research, compile and analyze data from various sources, and summarize key insights to support executive decision-making. Prepare reports and presentation materials with a keen eye for detail, using spreadsheets, visuals, and structured narratives.
• Manage incoming calls and email correspondence and relay and resolve routine telephone or walk-up inquiries. Track items requiring follow-up and ensure completion occurs.
• Manage logistics and communications for large-scale and high-level meetings including departmental and company events. Often managing and providing direction to other team members.
• Establish and maintain accurate business records, ensuring proper documentation of expenses, invoices, and insurance matters in compliance with company policies and procedure
• Maintain sensitive and confidential issues and inquiries for executives, including budget and strategic information.
• Exercise a high level of situational judgement in all aspects of role to determine the appropriate course of action, who to involve and to what degree
• Serve as backup to other administrative staff as needed to cover when out of the office. This will include being the back up to the receptionist for breaks, answering switchboard, assisting with visitors, etc.
• Oversee catering arrangements for office meetings across campus, including ordering, setup,…