Executive Assistant

4 weeks ago

The Woodlands, United States Lifeblood Full time

Are you ready to embark on an exciting journey with a vibrant team in the heart of Woodlands, TX? Lifeblood, a leading medical device recruitment and business advisory firm, is relocating from the sunny shores of Florida to the bustling energy of Woodlands, and we're on the lookout for an Executive Assistant to support our Founder and Managing Partner – a dynamic individual known for his youthfulness, boundless energy, kindness, and unyielding work ethic.


Who We Are:

At Lifeblood, we're not just a company – we're a family of passionate individuals dedicated to revolutionizing the medical device industry. As medical device recruiters and business advisors, we operate on a global scale, with team members stationed across the US and abroad. From attending international events to co-hosting conferences in beautiful locations like Malta, we thrive on exploration, collaboration, and pushing the boundaries of innovation. And yes, we know how to have fun along the way


About the Role:

As the Executive Assistant to our Founder and Managing Partner, you'll be at the heart of our operations, providing crucial support to ensure the smooth functioning of our dynamic team. From managing schedules and coordinating travel arrangements to handling administrative tasks with finesse, you'll be the backbone of our organization, allowing our Managing Partner to focus on driving our company forward.


What We're Looking For:

We're seeking a self-motivated, detail-oriented individual who shares our passion for excellence. Our ideal candidate is not only organized and efficient but also possesses exceptional communication skills and the ability to thrive in a fast-paced environment. Most importantly, we're looking for someone who embodies our company values of youthfulness, energy, kindness, and unwavering dedication to hard work.


Perks of Joining Our Team:

  • An opportunity to work alongside a young, energetic team of industry trailblazers
  • Exposure to international markets and exciting travel opportunities
  • A supportive work environment where your ideas are valued and your growth is encouraged
  • Competitive salary and gym membership


Location: The Woodlands, Texas

Schedule: Monday to Friday, On-Site


Responsibilities:


  • Administrative and Executive Support and Office Management: provide comprehensive administrative support to ensure the smooth operation of the office and support the executive in their daily tasks. Oversee office facilities, ensuring a clean, organized, and safe working environment. Coordinate maintenance, supplies, and equipment needs.
  • Calendar and Schedule Management: manage the executive's calendar, scheduling appointments and meetings, while prioritizing tasks effectively.
  • Travel Arrangements: arrange travel logistics, including flights, accommodations, and transportation. Provide detailed itineraries and ensure travel plans align with the executive's preferences and objectives.
  • Bookkeeping: assist with financial administration, including invoicing, expenses login, and basic bookkeeping tasks.
  • Legal and HR Compliance: track and manage deadlines for renewing licenses, permits, insurances, and other legal requirements, ensure the Company's compliance with local, state, and federal regulations. Collaborate with legal counsel and regulatory authorities as needed.
  • Information and Data Management (CRM Accountability): maintain accurate records, databases, and filing systems. Organize and manage documents, ensuring easy access and confidentiality (adding new people and companies to the CRM, creating and updating deals pipeline, hotlists, email blasts, etc.)
  • Project Coordination and Special Assignments: assist with project management tasks, special projects, and research assignments as directed by the executive. Contribute to the achievement of organizational goals and objectives.
  • Event Coordination: plan, organize, and execute company events, including conferences, workshops, and team-building activities. Coordinate logistics such as venue selection, catering, entertainment, and guest invitations. Reach out to potential speakers and partners, negotiate terms, and confirm arrangements. Ensure seamless coordination with partners to align event objectives and maximize mutual benefits. Ensure events run smoothly and align with company objectives and values.
  • Relationship Management: build and maintain positive relationships with internal and external stakeholders. Facilitate communication and collaboration between the executive and various parties, plan and organize team events.
  • Communication Liaison: serve as the primary point of contact for internal and external communications.


Qualifications:


  • Bachelor's degree preferred.
  • Proven experience in office management and executive support roles.
  • Strong organizational and time-management skills.
  • Excellent written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite and other office software.
  • Discretion and professionalism when dealing with sensitive information.
  • Knowledge of legal compliance and regulatory requirements is a plus.
  • Event planning experience is a plus.


How to Apply: If you're ready to take the next step in your career and be part of something truly special, we want to hear from you Please submit your resume and cover letter detailing why you'd be the perfect fit for this role to Yulia Yurevich at yulia@lifebloodcapital.com

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