[Hiring] Executive Assistant @Pipeline Medical

Role Description

The Executive Assistant plays a crucial role in ensuring smooth operations across the organization, handling administrative tasks for the CEO and supporting strategic projects across the Operations, Sales, and Marketing departments. This role requires strong judgment, discretion, and the ability to manage a wide range of responsibilities in a fast-paced, evolving environment.

Responsibilities

• Organize and respond to select emails, and manage the CEO's inbox and calendar to ensure efficiency in communications and appointments.
• Provide occasional assistance with personal tasks and errands as needed.
• Use AI tools to create and improve workflows, systems, and administrative processes.
• Oversee and track the progress of ongoing projects, both for the CEO individually and across multiple departments, ensuring deadlines are met.
• Serve as a point of contact for general internal and external communications.
• Assist with booking hotels, client meetings, meals, and transportation for business travel.
• Compile reports and conduct market, client, and company research as required.
• Organize and maintain essential files and records.
• Ensure necessary office supplies are available for employees as needed.
• Support financial tasks like expense tracking, invoice management, and canceling subscriptions and accounts that are no longer required.
• Handle logistics for company and trade show events, including lodging, printing materials, purchasing promotional items, and making reservations.
• Assist with various projects based on the company's/CEO's needs — tracking, managing, and solving until completed.
• Oversee select company subscriptions.
• Input, maintain, and organize data for reports and internal records.
• Assist with various operational projects based on the company's needs.
• Assign new accounts to the appropriate account managers, deactivate accounts, and merge accounts within the CRM.
• Maintain and update the CRM.
• Maintain CRM Hygiene.
• Support sales projects that vary depending on business needs.
• Oversee projects and ensure timelines are met.
• Assist with various tasks, including software and tool management for the team.
• Aid in marketing projects based on department priorities.
• Help with scheduling, managing, and preparing for tradeshows and conferences.
• Find, source, and order print and physical items as needed.

AI & Workflow Automation

• Build and maintain lightweight automations for the recurring workflows in this role, and document each one clearly enough that it survives a handover.
• Identify which parts of this role should not exist twelve months from now, propose how to automate them, and work with the technology team to get them built.
• Check AI output before it reaches a customer or an Account Manager. The accuracy standard does not change because a tool produced the draft.

Qualifications

• Bachelor's degree in Business Administration, Communications, or a related field (preferred but not always required).
• 3–5+ years of experience in an executive assistant, administrative, or similar role.
• Experience supporting the C-suite or senior executives is a plus.

Skills & Competencies

• Strong organizational skills — ability to manage multiple tasks and prioritize effectively.
• Excellent written and verbal English communication skills, with a minimum C1 proficiency level.
• Hands-on experience using AI tools for workflow creation, process automation, and productivity.
• Discretion and confidentiality — handling sensitive information with care.
• Proficiency in technology — skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and scheduling software.
• Time management — ability to work in fast-paced environments and meet deadlines.
• Problem-solving skills — ability to anticipate needs and provide solutions.
• Attention to detail — ensuring accuracy in tasks such as scheduling, document preparation, and correspondence.
• Adaptability — ability to adjust to shifting priorities and handle unexpected challenges.