Executive Assistant (Days 8am to 5pm)

Job description

LSI SOLUTIONS® founded in 1986, located in beautiful Victor, New York, is a dynamic and growing medical device company with over 500 employees dedicated to advancing minimally invasive surgical instruments through research, development, manufacturing, and marketing.

We have doubled in size in just the last 4 years! The LSI Campus includes 10 buildings (170,000+ sq ft) on 95 meticulously cared for acres.





We are searching for passionate people looking to make a difference in the medical device industry.

By joining LSI SOLUTIONS® an ISO 13485 certified company, you will become part of as energetic team working together to relentlessly pursue better patient outcomes with state-of-the-art devices.

After all, our customer is ultimately the patient.




POSITION TITLE: Executive Assistant

SHIFT HOURS: 8:00am to 5:00pm

LOCATION: Onsite at LSI Solutions in Victor, NY

SALARY RANGE: $75,000 to $90,000



JOB SUMMARY: The Executive Assistant to the CEO provides high-level administrative, operational and personal support.

This role is pivotal in ensuring the smooth functioning of the CEO’s office, maintaining operational efficiency, and fostering a positive and productive office environment.

The position requires a high-energy, highly organized Executive Assistant.

The role manages multiple schedules with exceptional attention to detail, strong technical skills, and the ability to anticipate needs before they arise.






ESSENTIAL FUNCTIONS:

+ Manage and maintain executive schedules, making and updating changes to appointments.

+ Coordinate domestic and international travel arrangements including conference registration(s), documenting itineraries, accommodations, and meeting logistics.

+ Actively maintain/update contact lists and filter emails.

+ Proactively maintain/update the Curriculum Vitae (CV) of the CEO

+ Answer and direct calls to appropriate executives and parties; document and deliver messages.

+ Greet visitors and determine access to appropriate parties.

+ Oversee administrative policies within an organization and within the office; recommending changes as appropriate.



+ Open, sort, and distribute correspondence, including email, faxes, and mail.



+ Read and analyze submissions, letters, agendas, memos and determine significance; routing to appropriate personnel in a timely and efficient manner.



+ Prepare reports, collect and analyze information; prepare presentations.



+ Develop and utilize a storage/filing system for historical information; provide retrieval of information.

Record meeting discussions and provide minutes.



+ Maintain inventory and office supplies.

Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.



+ Ensure operation of office equipment, order maintenance when necessary.

Troubleshoot malfunction of office equipment.



+ Maintain knowledge by attending professional and technical educational seminars and workshop; review publications; establish professional and personal networks within the industry.

Participate in societies relative to the business.



+ Data analysis; proficient in Access, MS Word, Excel, Outlook.

Perform filtering and sorting of data, expertise in V-lookup and other excel functions.



+ Meet and greet special interest groups or individuals on behalf of executives.



+ Prepare executive responses to routine memos, letters, or correspondence.



+ Prepare invoices, checks and P.O.’s for signature and review.



+ Provide clerical and general office support to other offices.



+ Delegate tasks and responsibilities to other staff members when appropriate.



+ Prepare and develop a records management system; maintain and recommend changes to records system when appropriate.



+ Create and maintain planning tools such as team & project calendars, organizational charts.



+ Organize social functions and team building exercises.



+ Position may require some travel.



+ All other duties as assigned.





EDUCATION & EXPERIENCE:

+ Associates and/or Bachelor degree preferred.

+ Minimum 5 years administrative support or executive assistance.

C-Suite experience preferred.



+ International Association of Administrative Professionals (IAAP) and/or Certified Administrative Professionals (CAP) credentials are a plus.





KNOWLEDGE, SKILLS & ABILITIES:

+ Effective phone etiquette skills.



+ Exceptional communication skills, both written and verbal.



+ Must exhibit a high degree of discretion as it relates to safeguarding confidential information to include work-related and personal information and materials.

Scheduling, organization and time management to include superior skills in travel coordination and itineraries.



+ Follow through and follow up to deliver results in a timely manner.



+ Interpersonal skills and ability to communicate to individuals with different backgrounds/areas of focus.



+ Ability to thrive in an independent, entrepreneurial, relatively unstructured environment.



+ Organizational skills and ability to keep accurate records/receipts.



+ Expert level Microsoft Office skills; Experience using different systems/platforms.



+ Flexible, polished, professional and outgoing.





PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



+ Sitting, standing, and/or walking for up to eight (8) hours per day.



+ Ability to work extended hours, including evenings and weekends, as needed to meet business demands or deadlines.



+ Consistent and reliable attendance.



+ Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.



+ Frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 20 pounds.



+ Frequently required to reach with hands and arms.



+ Develop and maintain a system for the storage/filing of historical information regarding past events and activities.



LSI SOLUTIONS BENEFITS INCLUDE:

+ Bonus Plan, 401(k) plan with company match, Tuition Assistance, Employee Assistance Program (EAP) and Product Discounts

+ 15 Paid Holidays, PTO, Sick Time

+ Medical, Vision and Dental effective first day of employment




LSI SOLUTIONS® is an equal opportunity employer and does not discriminate based on any legally protected status or characteristic.






Minority/Female/Sexual Orientation/Gender Identity/Disability/Veteran.

Required Skill Profession

Other General