Executive Associate

Convatec•Lexington, MA

2d•Hybrid

About The Position

The Executive Associate provides high-level administrative, operational, and coordination support to the Chief Science & Innovation Officer (CSIO) and the global Science & Innovation (S&I) leadership team. The role enables the CSIO to operate effectively across a complex, global, matrixed organization by understanding evolving priorities, carefully managing time, coordinating critical meetings and travel, and ensuring follow-through on commitments. The role requires strong judgement, discretion, organizational discipline, and the ability to anticipate needs, connect across stakeholders, and create order in a fast-moving executive environment. The successful candidate will be a trusted partner to the CSIO and a go-to resource for the S&I team, combining excellent communication skills, proactive problem solving, and strong execution capability.

Requirements

Bachelor’s degree in business administration or related field preferred; equivalent experience will be considered.
Five or more years of experience in senior-level administrative, executive assistant, business operations, or related roles preferred.
Significant experience supporting senior or executive-level leaders in a global, matrixed organization; experience in healthcare, medical technology, life sciences, or regulated environments preferred.
Exceptional organization, prioritization, and time-management skills, with the ability to manage multiple urgent and important activities simultaneously.
Strong judgement, discretion, and confidentiality when handling sensitive business, people, financial, or strategic information.
Excellent written and verbal communication skills, with the ability to interact confidently and professionally with senior stakeholders and external contacts.
High proficiency with Microsoft Office and Microsoft 365 tools, including Outlook, Word, PowerPoint, Excel, Teams, SharePoint, and OneDrive.
Experience with travel, expense, procurement, purchase order, and invoice systems; Concur and SAP experience preferred.
Strong attention to detail and follow-through, with a bias for action and continuous improvement.
Ability to work independently, anticipate needs, solve problems proactively, and remain composed in a fast-paced environment.

Responsibilities

Manage the CSIO calendar, using sound judgement to prioritize time, resolve conflicts, protect focus time, and ensure alignment with strategic priorities.
Coordinate complex domestic and international travel, accommodation, itineraries, visa or documentation needs, and related logistics, including timely expense reporting.
Plan, organize, and support key S&I meetings, leadership team forums, operating reviews, offsites, town halls, business meetings, and team events.
Prepare agendas, pre-read materials, meeting notes, action logs, and follow-up communications, ensuring clear ownership and timely closure of actions.
Act as a professional liaison between the CSIO, S&I leadership team, Executive Leadership stakeholders, internal functions, external partners, and visitors.
Support preparation and formatting of executive-level materials, including presentations, reports, briefing packs, correspondence, and team communications.
Handle confidential and sensitive information with discretion, professionalism, and appropriate records management discipline.
Maintain effective administrative systems, files, records, distribution lists, contact lists, and document repositories to support efficient team operations.
Create purchase orders, process invoices, track payments, coordinate vendor onboarding, and support budget-related administrative activity in partnership with Finance and Procurement.
Coordinate office, meeting-room, catering, supply, equipment, and logistics for S&I meetings, as needed.
Identify opportunities to improve administrative processes, communication flow, meeting effectiveness, and team operating rhythm; take initiative to implement practical improvements.
Provide broader administrative support to members of the S&I leadership team or special projects as agreed with the CSIO.
Acts with delegated authority to manage scheduling, logistics, administrative coordination, purchase order initiation, invoice follow-up, and routine stakeholder communications on behalf of the CSIO, within applicable Convatec policies and approval limits.