Executive Assistant in Fort Lauderdale, Florida at Biostem Technologies

BioStem Technologies is a leading medical technology company focused on advanced wound care and regenerative medicine. We develop and commercialize placental tissue allografts, cutting-edge wound care products, and surgical solutions aimed at improving patient outcomes.

Position Summary:

Provides high-level administrative support to executives and the Board of Directors.

Essential Duties and Responsibilities:

• Provide high-level support to internal and external parties with a high level of professionalism, reflecting positively on BioStem Technologies.

• Use discretion, confidentiality, and sound judgment to manage sensitive and C-Level matters, including decisions directly impacting the company's global operations.

• Organize and maintain complex daily calendars and schedules, proactively resolving any scheduling conflicts for C-Suite.

• Prepare materials using Word, Excel, PowerPoint, and other software— including presentations, agendas, reports, decks, and special-project documents — in support of organizational objectives.

• Arrange executive travel and accommodations; prepare and reconcile expense reports.

• Screen incoming calls, take and deliver accurate messages, respond to routine requests directly, and refer non-routine calls to the appropriate staff.

• Maintain availability outside normal business hours, responding promptly to emails, texts, and calls.

• Serve as administrative liaison to the Board of Directors, coordinating Board meetings, Board member travel arrangements, and the preparation, assembly, and distribution of Board meeting materials.

• Coordinate meetings of the Board, Audit, Compensation, and Governance & Nominating Committees, serving as recorder/scribe, maintaining confidential files, and liaising with outside counsel and auditors.

• Maintain the Board portal.

• Establish and maintain accurate and organized filing systems, ensuring confidential documents are both properly stored and accessible, and retained in accordance with company policies.

• Provide support for executive leadership and senior management team meetings; coordinate the agenda; provide templates, communicate expectations, prepare meeting summaries and track and follow up on assigned action items and due dates.

• Ability to manage multiple competing priorities while maintaining exceptional attention to detail and accuracy.

• Exercises independent judgment in resolving administrative matters, escalating issues appropriately while minimizing interruptions to executive leadership.

• Be a positive addition and example for organizational health and company culture.

• Make the work of C-Suite and other executives easier, anticipating their needs, and planning ahead.

• Perform additional duties as assigned by executives, adapting quickly in a fast-paced environment while consistently meeting deadlines.

• Bachelor's degree preferred.

• 7+ years of experience as an Executive Assistant supporting C-Level executives with a strong preference of at least 3 years supporting boards.

• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint, Forms); preference for experience with Boardvantage.

• Excellent communication skills; able to interact confidently and professionally with individuals at all levels verbally and in writing.

• Strong time-management skills with a proven ability to meet deadlines.

• Strong business sense; able to decipher priorities and exercise sound judgment.

• Demonstrated ability and temperament to handle sensitive information with discretion.

• Commitment to performing duties at the highest level, consistently.

• Flexible availability to support business needs for projects and meetings, including outside standard hours.

• Ability to think outside the box with a strong sense of urgency.

EOE/DFW