Executive Assistant (Marketing/Clinical)

Mizuho OSI•Fremont, CA

40d•$100,000 - $138,000•Onsite

About The Position

Mizuho OSI is the leader in the markets for specialty surgery and patient positioning. The company’s portfolio includes specialty surgical tables for procedure-specific approaches that improve patient outcomes in spine and orthopedic surgeries along with disposable and reusable surgical patient care products. The Executive Assistant provides high-level administrative and operational support to executives in Product Management, Marketing, and Clinical functions. This role requires proactive problem-solving, advanced digital skills, and the ability to manage confidential and time-sensitive matters. The role will leverage modern tools to optimize workflows and support strategic initiatives in Orthopedics/Spine.

Requirements

Bachelor’s degree preferred; minimum 7 years directly related experience or equivalent combination of education and experience.
Proficient in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
Strong skills in reading, speaking and writing in English required.
Exceptional communication, interpersonal, organization, productivity, and time management skills.
Thorough knowledge of company operations and policies and procedures.
Ability to handle details of a highly confidential and critical nature with strong attention to detail.
Ability to organize and prioritize tasks and meet deadlines in fast-paced environment.
Ability to deal with all situations with tact and a high level of professionalism.
Ability to exercise judgment in screening calls and responding to requests and inquiries from internal and external audiences.
Ability to work effectively in a multicultural environment and interact with senior management.
Willingness to work onsite 5 days/week and be accessible on weekends.
May require travel up to 10% with some weekend travel within the United States and internationally.

Nice To Haves

Demonstrated experience using Generative AI tools in a professional setting to enhance productivity, communication, and decision-making highly preferred.
Knowledge of hospital industry and human anatomy and/or medical device marketing experience preferred.
Ability to evaluate AI-generated content critically, ensuring accuracy, tone, and alignment with executive expectations highly preferred.
Familiarity with AI-powered productivity platforms (e.g., Microsoft 365 Copilot, ) and willingness to adopt emerging tools highly preferred.
Basic business fluency in Japanese (reading, writing, speaking) highly preferred.

Responsibilities

Supports Product Management, Marketing, and Clinical teams in daily operations, project coordination, and strategic initiatives.
Prepares, edits, and manages documents, presentations, and reports using Microsoft Office 365 suite of tools.
Demonstrate extreme attention to detail in understanding executive priorities, interpreting instructions, and executing tasks with precision and accountability.
Assertively manage executive calendars in a fast-paced, dynamic environment, anticipating conflicts, prioritizing meetings, and ensuring optimal time utilization.
Act as a professional representative of the executive in selecting internal and external interactions, maintaining discretion, professionalism, and alignment with leadership expectations.
Take notes, document action items and next steps during meetings, and as appropriate, follow up to ensure that such activities have been completed.
Provide administrative support including calendar scheduling and maintenance, events and meetings coordination, travel arrangements and logistics, and interview scheduling.
Respond to manager and employee questions, refer them to appropriate resources, and follow up to ensure closed loop communication in a timely and effective manner.
Maintain files, order supplies, form and other resources so that paperwork and information is readily available.
Make suggestions to better facilitate or improve administrative processes.
Leverages use of Generative AI tools (e.g., Microsoft Copilot) to:
Draft and refine communications, reports, and presentations.
Summarize meeting notes and action items.
Automate repetitive tasks such as scheduling, follow-ups, and document formatting.
Conduct preliminary research and generate insights into departmental initiatives.
Create templates and workflows that improve team efficiency and reduce administrative overhead.
Communicate effectively with internal and external stakeholders, including international partners.
Review and respond to critical emails and voicemails, draft responses, and ensure closed-loop communication.
Maintain confidential files, manage supplies and resources, and support process improvements.
Provide backup support to reception and other senior executives as needed.
Demonstrate cultural sensitivity and basic fluency in Japanese for business communications.
Assist in the planning and execution of professional programs that may include educational and clinical research activities.
Other duties as assigned.