Executive Assistant

Job not on LinkedIn

🔥 23 minutes ago

🌵 Arizona – Remote

🌵 Arizona – Remote

💵 $67k - $80k / year

⏰ Full Time

🟠 Senior

🔴 Lead

👨‍💼 Executive Assistant

👻 Ghost score 0%

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LabVine

WebsiteLinkedInAll Job Openings

11 - 50 employees

🏥 Healthcare

📚 Education

🔬 Science

Healthcare • Education • Science

LabVine is a specialized online platform designed for laboratory professionals offering a range of educational and developmental resources. The platform provides access to free and paid courses, curated by content partners, to enhance skills and knowledge. LabVine offers tools such as assessments for gap analysis, news updates through VineNews, expert consultations via TheConflab, and hosting capabilities for webinars and podcasts through VineStream. The platform also focuses on community building among laboratory professionals and provides resources for continuous professional development in the laboratory field, accredited by international organizations, to ensure high-quality, scientifically sound training. LabVine aims to connect professionals with industry leaders and offers opportunities for career transformation and expertise enhancement in the evolving laboratory landscape.

📋 Description

• Provide proactive, strategic, and confidential support to the Chief Executive Officer • Manage a complex executive calendar, priorities, deadlines, travel, communications, records, and follow-through • Prepare briefing materials, agendas, itineraries, correspondence, presentations, talking points, and background summaries • Coordinate domestic and international executive travel and manage expense reports and corporate-card reconciliation • Serve as liaison between the CEO and Board leaders, senior staff, volunteers, members, partners, and external stakeholders • Support all-hands meetings and strategic initiatives by coordinating inputs, documenting decisions, tracking commitments, and prompting completion • Develop and maintain the annual governance calendar • Coordinate Board of Directors, Executive Committee, Finance Committee, Nominating Committee, Awards Committee, and governance task-force meetings • Manage the full board-book cycle, including timelines, materials, secure packets, version control, and final records • Capture minutes, maintain action and decision logs, and preserve official governance records • Coordinate director and officer onboarding, orientation, disclosures, committee appointments, and offboarding • Maintain governance information in board portals, websites, distribution lists, officer accounts, and approved systems • Support bylaws, charters, and governance-policy review processes • Plan and deliver virtual, hybrid, and in-person meetings and events • Create project plans, critical-path timelines, responsibility matrices, run-of-show documents, communication schedules, and closeout checklists • Coordinate venues, platforms, lodging, registration, travel, transportation, food and beverage, audiovisual services, signage, materials, accessibility, and event support • Solicit and compare vendor proposals, support contracting and purchasing, monitor commitments, and validate invoices • Build participant communications and maintain accurate registration and attendee information • Conduct readiness reviews and rehearsals and serve as the primary operational contact during meetings • Complete post-meeting reconciliation and closeout and use feedback and budget performance to improve meeting practices

🎯 Requirements

• Bachelor’s degree in business administration, communications, nonprofit management, hospitality, or a related field preferred • Equivalent combinations of education and directly relevant experience will be considered • At least seven years of progressively responsible executive support, governance administration, board relations, or meeting management experience, including direct support to a senior executive • Demonstrated experience supporting a board of directors and committees in a nonprofit, association, standards-development, healthcare, scientific, or similarly complex environment strongly preferred • Experience coordinating multi-day, hybrid, or geographically distributed meetings and managing external vendors preferred • Exceptional judgment, discretion, integrity, and ability to handle confidential and sensitive information • Demonstrated ability to anticipate needs, manage competing priorities, and bring structure to ambiguous or rapidly changing situations • Executive-level written and verbal communication skills, including accurate proofreading, concise briefing, and professional correspondence • Working knowledge of nonprofit or association governance, board and committee practices, bylaws, charters, minutes, conflicts of interest, and records stewardship • Advanced calendar, travel, especially international, meeting, and event coordination skills, including virtual and hybrid delivery • Strong project management, vendor coordination, negotiation, budget tracking, and problem-solving capabilities • High proficiency with Microsoft 365, virtual-meeting platforms, presentation tools, spreadsheets, shared document systems, and board or committee portals • Ability to learn new systems quickly • Ability to work effectively with executives, directors, volunteers, staff, members, and external stakeholders across cultures and time zones • Commitment to CLSI’s mission, values, inclusive practices, and service to the global laboratory medicine community • Ability to work occasional early mornings, evenings, or weekends • Domestic and international travel may be required

🏖️ Benefits

• Flexible, fully remote workplace • Supportive scheduling • Ample PTO • Four weeks PTO • Medical Insurance 100% paid by CLSI • Best-in-class technology and applications • Commitment to global and personal health and wellness • Significant, thought-leading, and globally impactful work • Brilliant and curious teammates • Highly passionate and committed people