Senior Administrative Assistant

Description

WHO WE ARE

We are a growing medical device company developing innovative technology to transform the treatment of mitral valve disease. Our team is advancing a transcatheter mitral valve replacement through pivotal clinical development, with a shared commitment to bringing safe, effective, and innovative technology to patients.

THE OPPORTUNITY

We are seeking a Senior Administrative Assistant to serve as a trusted partner to our Chief Operating Officer (COO) and provide high-level administrative and operational support across the organization. This is much more than a traditional administrative role—you will help the COO stay focused on strategic priorities by anticipating needs, managing complex schedules, coordinating critical activities, and proactively solving logistical challenges.

The ideal candidate is highly organized, discreet, adaptable, and comfortable operating in a fast-paced environment where priorities can change quickly. This role will also provide administrative and logistical support to Clinical Operations leadership and may occasionally assist with personal scheduling and logistical needs that impact executive availability.

HOW YOU WILL CONTRIBUTE

• Manage the COO’s complex calendar, including scheduling and coordinating internal and external meetings, multiple participants, time zones, agendas, conference rooms, audio/visual requirements, and other logistical needs.
• Proactively anticipate scheduling conflicts, competing priorities, and upcoming commitments to help ensure the COO remains focused on key organizational priorities and deliverables.
• Work closely with the COO and other members of the leadership team to coordinate upcoming commitments, meetings, deadlines, and responsibilities, ensuring appropriate follow-up and communication.
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, itineraries, and related meeting logistics.
• Monitor travel schedules and proactively respond to delays, cancellations, or other changes by adjusting arrangements and communicating updates as needed.
• Serve as a professional and responsive point of contact between the COO and internal and external stakeholders, including employees, executives, customers, partners, and other business contacts.
• Coordinate leadership meetings, off-site meetings, physician trainings, think tanks, and other organizational events, including scheduling, logistics, materials, travel arrangements, and follow-up.
• Support the preparation, editing, and distribution of emails, correspondence, memos, reports, and other communications on behalf of the COO, ensuring accuracy, professionalism, and confidentiality.
• Review and assist with the development of PowerPoint presentations and other executive materials for clarity, consistency, and professional presentation.
• Where appropriate, improve presentation materials by converting complex or text-heavy information into clear visual formats, timelines, or other easy-to-understand presentations.
• Track and follow up on action items, requests, and commitments to help ensure timely completion and appropriate communication.
• Respond to executive requests and inquiries in a timely, professional, and efficient manner, using sound judgment regarding priorities and appropriate escalation.
• Prepare, organize, and maintain confidential documents, records, and information with a high degree of discretion.
• Manage and submit expense reports and supporting documentation in accordance with company requirements.
• Assist with coordination of the COO’s professional and, as appropriate, personal scheduling needs to support effective time management and work-life logistics.
• Provide flexibility to support occasional early morning, evening, or other non-standard work hours when business needs require.
• Maintain a high level of professionalism, confidentiality, and discretion when handling sensitive business and organizational information.
• Provide occasional administrative and logistical support for personal matters, as requested, including coordination of activities that may impact the executive’s work schedule or availability.
• Provide administrative, logistical, and coordination support to Clinical Operations leadership and the broader Clinical Operations team, as needed, to facilitate effective execution of team priorities and activities.
• Travel up to 10% as needed.
• Perform other duties and special projects as assigned.

Requirements

WHAT YOU NEED TO SUCCEED (MINIMUM QUALIFICATIONS)

• High school diploma required; Bachelor’s degree in Business Administration or a related field preferred.
• 5+ years of progressive administrative or executive support experience, preferably supporting a C-suite executive or senior leader.
• Demonstrated experience managing complex executive calendars, multiple priorities, and frequent schedule changes.
• Experience coordinating domestic and international travel, executive meetings, and organizational events.
• Experience handling confidential and sensitive business information with a high degree of discretion.
• Experience preparing and editing executive-level correspondence, presentations, reports, and other business communications.
• Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent organizational, time-management, communication, and problem-solving skills.
• Demonstrated ability to anticipate needs, exercise sound judgment, and proactively address issues.
• Ability to work independently while effectively partnering with executives, leadership, employees, and external stakeholders.
• Ability to adapt to changing priorities and work occasional early morning, evening, or other non-standard hours when business needs require.
• Ability to travel domestically and/or internationally up to 10%.

WHAT WILL SET YOU APART (COMPETENCIES)

• Executive Partnership: Builds trust with senior leaders and operates as a proactive extension of the executive they support.
• Judgment & Discretion: Handles sensitive information and situations with maturity, confidentiality, and sound judgment.
• Anticipation & Initiative: Identifies needs and potential issues before they arise and takes action without waiting to be asked.
• Organization & Prioritization: Effectively manages competing priorities, interruptions, and time-sensitive requests.
• Communication: Communicates clearly, professionally, and appropriately with individuals at all levels.
• Problem Solving: Remains calm under pressure and develops practical solutions when plans change.
• Adaptability: Thrives in a fast-paced environment where priorities and schedules can shift quickly.
• Follow-Through: Takes ownership, tracks commitments, and ensures details do not fall through the cracks.
• Presentation & Business Acumen: Can organize complex information and translate it into polished, executive-ready materials.
• Collaborative Mindset: Builds strong relationships across functions and is willing to step in wherever support is needed to help the organization succeed.

WHY JOIN US

We recognize that meaningful work is supported by meaningful benefits. That’s why we offer a competitive compensation package along with comprehensive benefits designed to support you and your family’s health, well-being, and financial future.Our benefits package includes:

• Medical
• Dental
• Vision
• Flexible Spending Account (FSA)
• Basic Life 
• 401(k) Retirement Plan
• Paid Holidays
• PTO
• Maternity/Paternity paid leave

It is 4C Medical’s policy that equal employment opportunity be provided without regard to age, race, creed, color, religion, sex, disability, pregnancy, medical condition, genetic information, marital status, sexual orientation, gender identity or expression, ancestry, national or ethnic origin, citizenship status, military status or status as disabled or protected veteran, or any legally recognized status entitled to protection under applicable federal, state or local laws.