Executive Administrative Assistant

1 month ago

Alachua, United States RTI Surgical Inc Full time
Job DescriptionJob Description

Location: Alachua, FL., On – Site

While this is intended to be an accurate reflection of the current job, it is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with the job. RTI Surgical, Inc., reserves the right to revise the job or require that other or different tasks are performed when circumstances warrant (i.e., emergencies, changes in personnel or staffing, workload, or technical developments).

About RTI:

RTI Surgical (RTI) is a global industry-leading contract development and manufacturing organization (CDMO) serving the regenerative medicine industry. As the only regenerative medicine company that offers a differentiated portfolio of allograft and xenograft biomaterials at scale, RTI provides customers across a diverse set of market segments with leading-edge expertise, scale, and flexibility across end-to-end services including design, development, regulatory support, verification and validation, manufacturing, and supply chain management. RTI is headquartered in Alachua, FL, and has manufacturing facilities in West Lafayette, Indiana and Neunkirchen, Germany.

RTI is rooted in a steadfast commitment to quality, integrity, and patient safety with a focus on five key values:

• Accountable: We own our actions and decisions.

• Agile: We embrace change to stay ahead of the curve and evolve to drive innovation and growth.

• Growth Mindset: We embrace challenges as opportunities for continuous learning.

• Customer-Centric: We prioritize customers at every touch point.

• Inclusive: We thrive on the richness of our diversity and ensure every voice is heard, respected, and celebrated.

At RTI Surgical, we are committed to fostering an inclusive workplace where we embrace the richness of our diversity and ensure that every voice is heard, respected, and celebrated. We believe that by embracing diversity and promoting inclusivity, we not only uphold our values but also strengthen our position as the CDMO of Choice in regenerative medicine solutions. We recognize that cultivating a growth mindset is essential to our success, and we are dedicated to continuous learning and improvement in our diversity, equity, and inclusion efforts. Through accountability and action, we strive to create an environment where individuals can thrive, innovate, and contribute their unique perspectives to drive our collective success.

Montagu Private Equity (“Montagu”), a leading European private equity firm, acquired RTI in 2020 and has supported the transformation of the company to its next level of potential.

Job Summary:

The Executive Assistant will play a crucial role in supporting the CEO and the Leadership Team by managing daily administrative tasks, coordinating meetings, handling travel arrangements, and preparing essential materials. This position requires a highly organized individual with strong attention to detail, excellent communication skills, and the ability to maintain confidentiality.

Key Responsibilities:

• Calendar Management:

  • Coordinate and manage the CEO’s and Leadership Team's calendars, scheduling meetings, appointments, and events.
  • Prioritize and resolve scheduling conflicts, ensuring optimal time management.

• Meeting Planning:

  • By Q3 of each year, collaborates with key stakeholders to solidify the following year meeting dates for board meetings and leadership team meetings.
  • Manages 30-60-90 calendar by updating as events are scheduled or changed.
  • Organize and coordinate meetings as requested by the leadership team. This includes scheduling, sending invitations and ensuring all logistical details are covered (venue selection, room setup, catering, AV needs, and any special requirements).

• Travel Planning:

  • Arrange complex Domestic and International travel itineraries, including flights, accommodations, transportation, and dining reservations for the CEO and at time for other members of the Leadership Team.
  • Handle any travel-related issues or changes promptly.

• Expense Reports:

  • Prepare, review, and submit expense reports for the CEO and at times for other members of the Leadership Team, ensuring accuracy and compliance with company policies.

• Board of Directors (BOD) Support:

  • Coordinate site visit travel related items in partnership with the BOD’s administrative professional.
  • Collect and organize materials for Board of Directors meetings per deadline.
  • Assemble the final presentation deck, ensuring all updated slides are included and professionally presented.
  • Submit the Final presentation deck to the BOD’s in multiple formats.
  • Ensure BOD’s Chair invoices are received, approved, and submitted for reimbursement upon receipt.

• Visitor Management

  • Coordinate all CORE visits for Customers, HCP’s, and Sales Representatives following company policies and procedures.
  • Coordinates all CEO visitors and at times support the leadership team in this manner
  • Review and Approve all MedCompli requests for the ALA Office.

• Confidentiality:

  • Handle sensitive information with the utmost discretion and maintain confidentiality at all times.

• General Administrative Support:

  • Assist with various ad-hoc projects and tasks as required to support the CEO and Leadership Team.
  • Ensure the executive conference room and office area is clean, safe, and operational.
  • Provide QA Team support for ALA Office onsite Audits.
  • May serve as a back up to the front desk, other areas on occasion.

Qualifications:

• Bachelor’s degree or equivalent experience.

• Minimum of 5 years of experience in an executive assistant role, preferably supporting senior executives.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

• Exceptional organizational skills and attention to detail.

• Strong written and verbal communication skills.

• Ability to multitask, prioritize, and work under pressure.

• Discreet, with a high level of integrity and professionalism.


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