Executive Assistant

Rxsight•Aliso Viejo, CA

About The Position

The Executive Assistant provides high-level administrative and operational support to the Chief Commercial Officer (CCO) and other designated senior leaders, with particular emphasis on the commercial organization. This highly visible role coordinates executive priorities, calendars, communications, meetings, travel, and confidential business matters in a fast-paced public company environment. The successful candidate is proactive, resourceful, highly organized, and exercises exceptional judgment, professionalism, and discretion while managing competing priorities. The role includes managing complex calendars; preparing executive correspondence and business materials; coordinating commercial leadership activities, meetings, events, and travel; and supporting strategic initiatives and cross-functional projects. It also involves maintaining organized records and action-item tracking, managing expense reports, and handling sensitive business, personnel, commercial, and corporate information.

Requirements

Excellent interpersonal, verbal, written, and presentation communication skills.
Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
Proficiency with video conferencing platforms such as Microsoft Teams and Zoom.
Strong organizational and project management skills, including the ability to prioritize multiple assignments and meet critical deadlines.
Exceptional attention to detail and ability to produce high-quality work with minimal supervision.
Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive business, employee, and commercial matters.
Strong understanding of executive-level business operations and commercial leadership coordination needs.
Executive presence and ability to build trusted relationships with senior leaders, employees, customers, and external business partners.
Ability to collaborate across all levels of an organization in a fast-paced, high-growth environment.
Minimum of 7–10 years of Executive Assistant experience supporting C-suite executives or other senior leaders.
Experience supporting multiple senior leaders and coordinating priorities across a complex organization.
Experience organizing executive and leadership meetings, preparing agendas and presentations, coordinating logistics, and tracking follow-up actions.
Proven experience coordinating complex domestic and international travel.
Expertise in complex calendar management across multiple executives and time zones.
Complete required training per the position training plan; training on the Insider Trading Policy, Global Anti-Bribery and Anti-Corruption Policy, and Code of Business Conduct and Ethics must be completed within 30 days of hire and annually thereafter.

Nice To Haves

Bachelor's degree preferred.
Experience supporting commercial leadership.
Public company experience.
Experience supporting Commercial, Sales, Marketing, Business Development, or other cross-functional corporate organizations.
Experience handling highly sensitive and confidential business information in a public company environment.
Experience supporting executives in the medical device, biotechnology, life sciences, or healthcare industry.

Responsibilities

Provide comprehensive administrative support to the Chief Commercial Officer and other designated senior leaders.
Manage complex executive calendars, prioritize competing requests, coordinate meetings, and anticipate scheduling conflicts.
Draft, edit, proofread, and prepare executive correspondence, reports, presentations, meeting materials, and other business documents.
Manage incoming inquiries and communications with sound judgment, discretion, professionalism, and timely follow-up.
Anticipate executive needs and proactively resolve administrative and logistical issues.
Coordinate commercial leadership activities, including meeting logistics, calendars, agendas, presentations, notes, and action-item follow-up.
Build relationships with executives, employees, customers, commercial partners, and external business contacts.
Support commercial strategic initiatives, cross-functional projects, and senior leadership priorities while maintaining confidentiality.
Organize office operations, procedures, and executive administrative activities to ensure efficient workflow.
Plan and coordinate executive and commercial leadership meetings, onsite or virtual events, company events, executive off-sites, and leadership retreats.
Prepare meeting agendas, presentations, supporting documentation, and action-item summaries.
Coordinate company-sponsored meals and hospitality arrangements as requested.
Arrange complex domestic and international travel, including flights, hotels, ground transportation, visas, and itineraries.
Prepare, review, and reconcile travel and expense reports using Concur or an equivalent system.
Anticipate travel changes and resolve travel-related issues with minimal disruption.
Handle confidential business, personnel, commercial, and corporate information with integrity, professionalism, and discretion.
Represent supported senior leaders professionally in internal and external interactions.
Maintain organized executive records, leadership materials, meeting documentation, and action-item tracking in accordance with company policies and retention requirements.
Perform other duties and special projects as assigned.