Executive Coordinator in Fife, Washington at BPI Medical

About BPI Medical
BPI Medical is a leading provider of medical instrument and endoscope repair services. Founded in 1976 in Fife, Washington, we serve hospitals, surgery centers, and health systems across all 48 contiguous states with flexible endoscope repair, rigid endoscope repair, surgical instrument repair, power equipment repair, and mobile on-site service. We operate as an ISO 13485:2016 certified facility and are trusted by the U.S. Department of Veterans Affairs, MultiCare Health System, Virginia Mason Franciscan Health, and other anchor health systems to keep critical surgical and diagnostic equipment in service.

Our work directly supports patient care: every device that comes through our facility goes back into service, often the same week, ready for the next procedure. We are growing, significantly, and we are investing in the people, systems, and processes that will let us keep delivering on what has been our standard since 1976: it has to be right, and it has to be fast, no exceptions.

The Role
As the Executive Coordinator at BPI Medical, you are the person who keeps the executive office running. You own the calendars of the CEO and the COO, you handle the correspondence that comes through their inboxes, you book the travel and reconcile the expenses, and you make sure that every meeting starts with the right people in the room and the right materials in front of them. When something is promised in a leadership meeting, you are the person who tracks it until it is done.
This is a newly created position, and it exists because the company has outgrown the point where two executives can manage their own administrative load. You work across every department in the building, you handle confidential information about people and customers and finances, and you represent the executive office to employees, customers, and vendors. Anticipation, discretion, and follow-through are what this job runs on, and the scope of the seat is expected to grow as the company does.

What You’ll Do
• Own and maintain the calendars of the CEO and COO, resolve competing priorities across both executives, and identify scheduling conflicts before they become problems.
• Serve as a first point of contact for the executive office, screening and routing incoming calls, email, and correspondence.
• Draft, proofread, edit, and format correspondence, memoranda, reports, and presentation materials on behalf of the executive team.
• Coordinate leadership and all-company meetings end to end, including scheduling, agendas, pre-read materials, room setup, and catering.
• Capture minutes and action items, distribute them promptly, and follow up until every open item is closed.
• Arrange domestic and occasional international travel, build detailed itineraries, and resolve disruptions and rebooking as they come up.
• Prepare, submit, and reconcile expense reports for the CEO and COO in accordance with company policy.
• Build and maintain organized electronic and physical filing systems for executive records, contracts, and correspondence, and keep documentation complete and current.
• Prepare recurring reports and compile data from multiple sources at the request of the executive team.
• Track executive initiatives and deliverables, monitor deadlines, and provide status updates to the CEO and COO.
• Coordinate across Operations, Production, Customer Service, Quality, and Accounting to gather information and move deliverables forward on behalf of the executive office.
• Greet and host executive visitors, customers, and vendors, and coordinate the logistics of their visits.
• Handle confidential information regarding personnel, customers, finances, and business strategy with complete discretion.
• Actively participate in BPI Medical’s lean manufacturing-oriented continuous improvement programs, including 5-S, Kaizen, Kanban, value-stream mapping, and JIT.
• Take on special projects as assigned.

What You Bring
• Minimum of five (5) years of administrative support experience, including at least two (2) years supporting senior executives.
• High school graduate or equivalent.
• Advanced proficiency with the Microsoft Office suite, particularly Outlook, Word, Excel, PowerPoint, and Teams.
• Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence with minimal direction.
• Proven ability to manage competing priorities from multiple stakeholders and to work independently with limited supervision.
• Strong attention to detail and consistent follow-through on open items.
• Comfort working cross-functionally with operations, production, and accounting, and a willingness to walk the floor to get an answer.
• Ability to move or transport goods and materials up to 20 pounds unaided.

Nice to Have
• Associate or bachelor’s degree in business administration or a related field.
• Experience supporting more than one executive simultaneously.
• Experience working in a manufacturing, repair, or other operations-driven environment.
• Exposure to healthcare, medical device, or another quality-regulated environment such as ISO 13485 or FDA-regulated manufacturing.
• Familiarity with expense management, travel booking, and document management systems.

Benefits
BPI Medical offers a comprehensive benefits package to eligible employees, including:
• Medical, dental, and vision insurance
• 401(k) retirement plan
• Paid time off (PTO) and paid holidays
• Life insurance and short- and long-term disability coverage

Work Environment & Physical Demands
This is an indoor-based position located in BPI Medical’s facility in Fife, WA. The work is predominantly sitting at a desk-type workstation with highly repetitive computer keyboard use, along with frequent walking and standing to interact with teams throughout the facility. Close vision and the ability to read printed and electronic documents are required. Based on the relationship to manufacturing and production, the ability to move or transport goods and materials up to 20 pounds unaided is required. Occasional work outside standard business hours is required to support executive travel and urgent business needs. Every BPI team member is expected to perform each assigned task safely, 100% of the time, and to partner immediately with management to redesign any work activity that raises a safety concern.
BPI Medical is an Equal Opportunity Employer. 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 characteristic protected by federal, state, or local law.

BPI Medical is a federal contractor. In accordance with Section 503 of the Rehabilitation Act of 1973, BPI Medical is committed to taking affirmative action to employ and advance in employment qualified individuals with disabilities.
BPI Medical does not request or require salary history from applicants at any point prior to an offer of employment.