Executive Assistant / Office Manager

As a global medtech company, we are driven by our Vision of changing the trajectory of lives for a new day and our Mission to create ingenious solutions that ignite patient turnarounds. Our relentless commitment to patients and strong legacy of innovation in healthcare are the foundation of our future. If you're looking for a new chance, a new beginning, a new trajectory, LivaNova is where your talent can truly thrive. Join our talented team members worldwide to become a pioneer of tomorrow—because at LivaNova, we don’t just treat conditions — we aspire to alter the course of lives.

Position Summary

We are seeking a dynamic and highly organized Executive Assistant / Office Manager to support members of senior leadership and oversee the day-to-day operations of our newly established New York office. This hybrid role requires a proactive, detail-oriented professional who thrives in fast-paced environments and can seamlessly manage executive support responsibilities alongside office management duties.

Key Responsibilities:

• Provide high-level administrative support to senior leaders, including calendar management, meeting coordination, travel arrangements, and expense processing.

• Proactively manage schedules across multiple time zones, ensuring strategic use of time and prioritization of key meetings.

• Prepare agendas, briefing materials, and follow-up documentation for executive meetings.

• Liaise with internal and external stakeholders, managing correspondence and third-party requests with discretion and professionalism.

• Support budget tracking, PO creation, and vendor coordination for executive-led projects.

• Anticipate executive needs and act as a strategic partner in managing priorities and improving workflows.

Office Manager Duties

• Oversee all aspects of office operations, including supplies, equipment maintenance, mail handling, and vendor management.

• Serve as the primary point of contact for the New York office, ensuring a welcoming and efficient environment for employees and visitors.

• Coordinate site readiness and logistics for internal events.

• Support onboarding and offboarding processes, including workspace setup and orientation materials.

• Collaborate with HR and IT teams to ensure smooth operational support for remote and on-site staff.

• Maintain compliance with health, safety, and security protocols.

Qualifications

• Minimum 8 years of experience supporting C-suite executives in global organizations, with proven ability to manage across time zones.

• Strong organizational, communication, and interpersonal skills.

• High level of discretion, integrity, and professionalism.

• Proficiency in Microsoft Office Suite, calendar tools, and collaboration platforms (e.g., Teams, SharePoint).

• Experience or knowledge with HR systems (e.g., Workday), Finance systems (e.g. SAP, Concur) and project management tools is a plus.

• Ability to work independently and manage competing priorities in a dynamic environment.

Ideal Candidate Attributes

• Strategic mindset with a proactive approach to problem-solving.

• Comfortable operating autonomously and anticipating needs without instruction.

• Skilled in managing confidential information and sensitive communications.

• Strong organizational, communication, and interpersonal skills.

• High level of discretion, integrity, and professionalism.      

Pay Transparency

• A reasonable estimate of the annual base salary for this position is $75,000 - $100,000 + discretionary annual bonus. Pay ranges may vary by location.

Employee benefits include:

·       Health benefits – Medical, Dental, Vision

·       Personal and Vacation Time

·       Retirement & Savings Plan (401K)

·       Employee Stock Purchase Plan

·       Training & Education Assistance

·       Bonus Referral Program

·       Service Awards

·       Employee Recognition Program

·       Flexible Work Schedules