Executive Administrative Assistant

Job Description Summary

We are looking for an experienced Executive Assistant to support the Chief Marketing Officer (CMO) of Advanced Imaging Solutions (AIS). You will be the go-to person for calendar management, travel, meeting preparation and team coordination—and you will help a busy global marketing organization stay connected and moving.

This role sits at the intersection of excellent executive support and a light Chief of Staff role. You will stay close enough to the business to understand the CMO’s priorities, major planning cycles, key stakeholders and emerging issues, and then turn that context into the right meetings, preparation and follow-through. You should always be thinking several weeks ahead: What is coming? Who needs to be involved? What decisions need to be made? What preparation is missing? What does the CMO need to know before it becomes urgent?

Job Description

Responsibilities:

Calendar Management

• Connect the calendar to the annual, monthly and weekly business rhythm, understanding the purpose and relative importance of long-term strategy (LTS), product planning, business development, customer, talent, leadership and one-on-one meetings.

• Scan four to eight weeks ahead and build the sequence of preparation, alignment and decision meetings required for major milestones. If LTS is two weeks away, the right preparation meetings—with the right people—should already be in place.

• Apply calendar standard work consistently, including accurate attendees and reporting relationships, agendas, pre-reads, links and locations, global time zones and appropriate meeting buffers; flag overloaded days or competing priorities and recommend adjustments.

Job Readiness

• Maintain a working view of the CMO’s priorities, upcoming milestones, key decisions, stakeholder commitments and emerging risks across AIS; identify gaps before they become last-minute problems.

• Ask who the CMO should be meeting with and make sure she stays connected to the right business leaders, customers, partners and team members—not only the people who request time.

• Prepare concise context for important meetings and ensure the necessary data, materials, pre-reads and stakeholder alignment are in place; surface unclear or inconsistent information early.

Workflow Support

• Coordinate leadership meetings, town halls, offsites and other important team moments, including objectives, agendas, participants, materials, logistics and next steps.

• Track decisions, commitments and follow-ups, carry forward prior direction and close loops with clear owners and deadlines.

• Build strong relationships across the leadership team and broader organization so you understand what is happening, connect related work and know when something needs the CMO’s attention.

Executive Operation Support

• Plan domestic and international travel, including itineraries, hotels, transportation, meeting logistics, contingency plans and expense reports.

• Manage incoming requests and correspondence, prepare and quality-check presentations, emails, reports and meeting materials, and route questions to the right people.

• Handle confidential business, talent and personal information with discretion, and bring warmth, professionalism and a sense of humor to a fast-moving global team.

Requirements

• At least 10 years of experience as an Executive Assistant supporting senior executives in a complex, global business environment; experience supporting a leader responsible for a multibillion-dollar business or portfolio is strongly preferred.

• Strong business judgment and calendar-management skills, with the ability to connect the executive’s time to business priorities—not simply who asked first or where there is an open slot.

• Forward-looking and proactive: you naturally scan the horizon, anticipate preparation needs, identify the right stakeholders and act before being prompted.

• Curious about the business and the marketing function, with the ability to learn the portfolio, people, planning cycles and operating rhythms quickly.

• A clear communicator and trusted relationship builder who can gather context across the organization, use discretion and know when to act, escalate or ask a question.

• Highly organized and dependable, with the speed, accuracy and attention to detail needed to manage changing priorities and consistently apply standard work.

• Comfortable with Outlook, Teams, PowerPoint, Word and related collaboration tools; associate degree or equivalent experience required, bachelor’s degree preferred.

Additional Information:

You will work with a global team focused on healthcare innovation, see how a large marketing organization operates and have plenty of variety in your day. You will also have the satisfaction of turning a lot of moving pieces into something that feels organized, thoughtful and manageable.

If you enjoy being the person who knows what is happening, sees what is coming and quietly makes the whole system…