Executive Assistant

Aspen Surgical is dedicated to creating exceptional products that make a lasting impact on people's lives worldwide, emphasizing values like Customer Focus, Integrity, and Innovation.

Responsibilities

• Manage complex, high-volume calendars for the CEO and leadership team, including prioritization, conflict resolution, and coordination across time zones.
• Anticipate scheduling needs and proactively adjust to shifting priorities.
• Serve as a trusted point of contact for internal and external stakeholders.
• Support communications as needed, including drafting correspondence and coordinating logistics messaging.
• Handle confidential and sensitive information with the highest level of discretion.
• Plan, schedule, and coordinate small- and large-scale meetings, including executive leadership meetings, all-hands meetings, offsites, sales events, town halls, etc.
• Prepare and distribute meeting agendas, presentations, briefing materials, and pre-reads.
• Coordinate logistics to ensure smooth meeting execution such as room bookings, catering, audiovisual needs, food and beverage.
• Track RSVPs, manage attendee communications, and follow up on action items and meeting outcomes.
• Manage timelines, checklists, and vendor coordination for larger meetings or events.
• Identify opportunities to improve meeting efficiency, structure, and processes.
• Coordinate all aspects of domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Prepare and submit accurate, timely expense reports in compliance with company policies.
• Monitor travel logistics and resolve issues in real time.
• Support strategic initiatives and special projects as assigned, often involving cross-functional coordination.
• Conduct research, track milestones, and help drive projects to completion.
• Improve administrative processes and recommend efficiencies.

Requirements

• 8+ years of experience as an Executive Assistant supporting C-suite executives, preferably in a large, complex, or global organization.
• Demonstrated experience managing executive and leadership team calendars, travel, and expenses at scale.
• Strong experience arranging global travel and managing off-site meetings.
• Exceptional organizational, time-management, and prioritization skills.
• Proven ability to work with discretion, professionalism, and sound judgment.
• Strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office and/or Google Workspace.
• Experience with expense and travel management systems required, Concur preferred.
• Ability to thrive in a fast-paced environment and adapt quickly to change.
• Highly proactive, detail-oriented, and solutions-focused.
• Polished, professional presence with the ability to interact effectively with senior leaders and external partners.
• Calm under pressure with a high degree of emotional intelligence.
• Collaborative team player who builds strong relationships across the organization.