Executive Assistant

About Aspen We love what we do! At Aspen Surgical we live our values of Customer Focus, Integrity, Accountability, Collaboration, and Innovative Spirit every day. This caring dedication creates and builds exceptional products that drive the industry standard making a real and lasting impact on people’s lives around the world. We strive to be the best, while providing the tools, resources, and support needed to set our team members up for success.

Summary We are seeking a highly engaged and detailed oriented Executive Assistant to provide direct administrative support for our CEO and Executive Leadership team. This individual will need to prioritize, coordinate, and manage work, events, and projects for the CEO and members of the Executive Leadership team for efficient operations.

In This Position, You Will Have the Opportunity To

Executive & Leadership Team Support

• Manage complex, high-volume calendars for the CEO and leadership team, including prioritization, conflict resolution, and coordination across time zones.
• Anticipate scheduling needs and proactively adjust to shifting priorities.
• Serve as a trusted point of contact for internal and external stakeholders.
• Support communications as needed, including drafting correspondence and coordinating logistics messaging.
• Handle confidential and sensitive information with the highest level of discretion.

Meeting & Event Planning

• Plan, schedule, and coordinate small- and large-scale meetings, including executive leadership meetings, all-hands meetings, offsites, sales events, town halls, etc. Meetings could be in-person, on or off site, or virtual.
• Prepare and distribute meeting agendas, presentations, briefing materials, and pre-reads.
• Coordinate logistics to ensure smooth meeting execution such as room bookings, catering, audiovisual needs, food and beverage.
• Track RSVPs, manage attendee communications, and follow up on action items and meeting outcomes.
• Manage timelines, checklists, and vendor coordination for larger meetings or events.
• Identify opportunities to improve meeting efficiency, structure, and processes.

Travel & Expense Management

• Coordinate all aspects of domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Prepare and submit accurate, timely expense reports in compliance with company policies.
• Monitor travel logistics and resolve issues in real time.

Special Projects

• Support strategic initiatives and special projects as assigned, often involving cross-functional coordination.
• Conduct research, track milestones, and help drive projects to completion.
• Improve administrative processes and recommend efficiencies.

What You Need to Succeed in This Position

• 8+ years of experience as an Executive Assistant supporting C-suite executives, preferably in a large, complex, or global organization.
• Demonstrated experience managing executive and leadership team calendars, travel, and expenses at scale.
• Strong experience arranging global travel and managing off-site meetings.
• Exceptional organizational, time-management, and prioritization skills.
• Proven ability to work with discretion, professionalism, and sound judgment.
• Strong written and verbal communication skills.
• Advanced proficiency with Microsoft Office and/or Google Workspace
• Experience with expense and travel management systems required, Concur preferred.
• Ability to thrive in a fast-paced environment and adapt quickly to change.
• Highly proactive, detail-oriented, and solutions-focused.
• Polished, professional presence with the ability to interact effectively with senior leaders and external partners.
• Calm under pressure with a high degree of emotional intelligence.
• Collaborative team player who builds strong relationships across the organization.

We're proud to be an equal opportunity employer- and celebrate our employees' differences, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or Veteran status.