Executive Assistant

Fortive•Irvine, CA

21d

About The Position

In this high-impact role, you'll provide executive-level administrative support to three L1 leaders across Research & Development (R&D), Regulatory Affairs & Quality Assurance (RAQA), and Operations (OPS). You'll work closely with other Executive Assistants and departments across the business, bringing a proactive, solutions-oriented mindset to help leaders stay focused on business priorities while ensuring their time and resources are managed effectively. Manage complex calendars, appointments, and priorities using Outlook to ensure leaders' days are organized and productive Serve as a gatekeeper for schedules and information, maintaining professionalism and discretion Build strong relationships across departments to understand business priorities and support cross-functional collaboration Leverage technology and AI tools to streamline workflows and enhance decision-making Participate in monthly business meetings and contribute to action planning and follow-through Create and maintain standard work processes for leaders and their teams Coordinate logistics for meetings, events, and conference calls, including room bookings, catering, and materials Prepare leaders for meetings by organizing agendas, background materials, and briefing documents Support post-meeting follow-up, including tracking commitments and coordinating additional support Develop presentations, spreadsheets, and documents using PowerPoint, Excel, and other tools Review and manage sensitive documents with a high level of discretion and compliance awareness Arrange domestic and international travel, including visa coordination and compliance documentation Prepare and reconcile expense reports accurately and on time Partner with other Executive Assistants and leadership teams to ensure seamless support across the organization

Requirements

Bachelor's degree
3+ years of experience in administrative roles, including support for senior executives
Strong organizational and time management skills
High attention to detail and discretion
Excellent written and verbal communication skills
Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams, SharePoint)
Ability to work in a fast-paced environment and adapt to changing priorities
Business curiosity and ability to connect administrative work to strategic goals
Collaborative mindset and willingness to take on tasks beyond the core role
Interest in the healthcare industry and a passion for supporting impactful work

Nice To Haves

Experience in project coordination or management
Familiarity with AI-powered productivity tools and automation platforms

Responsibilities

Manage complex calendars, appointments, and priorities using Outlook
Serve as a gatekeeper for schedules and information
Build strong relationships across departments
Leverage technology and AI tools to streamline workflows
Participate in monthly business meetings
Create and maintain standard work processes for leaders and their teams
Coordinate logistics for meetings, events, and conference calls
Prepare leaders for meetings by organizing agendas, background materials, and briefing documents
Support post-meeting follow-up, including tracking commitments and coordinating additional support
Develop presentations, spreadsheets, and documents using PowerPoint, Excel, and other tools
Review and manage sensitive documents with a high level of discretion and compliance awareness
Arrange domestic and international travel, including visa coordination and compliance documentation
Prepare and reconcile expense reports accurately and on time
Partner with other Executive Assistants and leadership teams to ensure seamless support across the organization