Senior Executive Assistant to the CEO in Ormond Beach, Florida at Germfree Laboratories Inc

Job Title: Senior Executive Assistant to the CEO

Department: Administrative

Reports to: Chief Executive Officer

Location: 4 Sunshine Blvd, Ormond Beach, FL 32174

Work Schedule: Full-time Mon-Fri

About the role

Germfree builds the mission-critical environments and equipment that let our customers produce medicines, protect patients, advance research, and respond to emerging health threats. We are growing fast and raising our operating standards, and our CEO needs a partner who can keep pace.

This is a senior executive support role with genuine operational scope. You will protect the CEO’s time, bring order to competing priorities, and act as the connective tissue between the CEO, the Executive Leadership Team, the Board, investors, and key customers and partners. Administrative excellence is the foundation — but the work extends well beyond a calendar into the rhythm and follow-through that keep a growing company on track.

The scope grows as you earn trust. For the right person, this role is a direct path to Chief of Staff.

What you’ll do

Create leverage for the CEO. Own the calendar as a strategic tool — prioritize time, resolve conflicts, sequence decisions, and make sure every commitment is properly prepared. Manage correspondence, travel, briefing materials, and highly sensitive information with precision and discretion. Draft executive communications, agendas, and follow-ups in the CEO’s voice. Anticipate what’s needed before it’s asked for.

Keep the operating rhythm running. Coordinate the company’s daily, weekly, and quarterly leadership meetings — scheduling, agendas, materials, notes, and action capture. Maintain a single accurate view of priorities, decisions, owners, and open items. Follow up persistently and professionally with senior leaders so commitments close on time and flag slippage early.

Track projects and keep them moving. Maintain visibility on CEO-sponsored initiatives milestones, owners, deadlines, and status. Chase down missing information, keep the right people talking to each other, and escalate what needs the CEO’s attention. Assemble and check materials for Board and investor meetings and track the actions that come out of them.

Support leadership onboarding. Coordinate onboarding for new executives and key leaders — schedules, introductions, materials, and structured check-ins — so they get productive quickly. Track commitments made during onboarding and flag anything that stalls.

What success looks like

In your first year:

• The CEO spends materially more time on high-value decisions and relationships, and far less chasing actions or rebuilding context.
• Executive, Board, and investor meetings are well prepared, and every action coming out of them is documented, owned, and closed.
• The leadership meeting rhythm runs reliably without the CEO having to drive it.
• Nothing important falls through the cracks — commitments are tracked to completion and risks surface early rather than late.
• Executive onboarding is organized, repeatable, and measurably faster.
• Scheduling conflicts, last-minute scrambles, and avoidable firefighting drop noticeably.

What we’re looking for

• 7+ years of progressively responsible experience in executive support, business operations, program management, or a comparable execution-focused role.
• Demonstrated experience supporting a CEO, president, owner, or senior operating executive.
• Exceptional organization, prioritization, and follow-through in a fast-moving environment with incomplete information.
• Strong coordination and follow-up discipline — you get answers out of busy senior people without creating friction.
• Excellent written and verbal communication, including the ability to compress complexity into concise, executive-ready material.
• High emotional intelligence, situational awareness, discretion, and sound judgment — you know when to act independently and when to bring the CEO in.
• Comfort working directly with senior executives, Board members, investors, customers, and external partners.
• Strong command of modern productivity, collaboration, and project-tracking tools.
• Willingness to work primarily on-site in Ormond Beach and flex with the realities of supporting a CEO.

Experience in a private-equity-backed, manufacturing, healthcare, life-sciences, engineering, or project-driven environment is highly valuable. Bachelor’s degree preferred; equivalent experience and demonstrated capability will be considered. We are open to candidates ready to step up into broader scope than they hold today.

Who thrives here

Relentless but respectful — you follow through without creating friction. Low ego, high ownership: willing to handle the details while keeping the enterprise picture in view. Calm under pressure, bringing structure when things move fast. Naturally anticipatory. Direct and trustworthy: you communicate candidly, protect confidences, and do what you say you’ll do. Pragmatic — you value progress and completion over bureaucracy and perfectionism.

If you gain energy from making a CEO and a talented leadership team dramatically more effective, this role is built for you.

Why Germfree

Our work enables the production of medicines, the treatment of patients, and the world’s response to emerging health threats. This role offers uncommon exposure for someone at this stage of their career: you will sit beside the CEO, see how a private-equity-backed manufacturer is run, and work directly with the Executive Leadership Team, the Board, and investors.

That exposure is the point. As you demonstrate judgment and take on more, the role is built to grow — into Chief of Staff for the right person. Advancement here is based on demonstrated impact, not tenure.

We are proud to be an Equal Opportunity Employer committed to fostering a diverse and inclusive workplace. We value and celebrate the unique backgrounds, perspectives, and experiences of all individuals, and we believe that diversity drives innovation and growth. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status.

We also maintain a drug-free workplace. Offers of employment may be contingent upon the successful