Executive Assistant

Building an AI first organisation is central to Clinisys’ purpose and the impact we deliver. As a global provider of intelligent diagnostic informatics solutions, we build AI‑enabled, cloud‑based platforms to enhance diagnostic workflows across healthcare, life sciences, and public health. By applying intelligent technology thoughtfully and responsibly, we help laboratories and testing environments operate more effectively, generate meaningful insights at scale, and ultimately support healthier and safer communities. Operating across more than 30 countries, Clinisys expects all colleagues—regardless of role or function—to work confidently with AI enabled tools, apply digital and analytical thinking, and continuously adapt as technologies evolve, must drive an AI first sense of purpose and urgency.

Role Description:

The Executive Assistant is responsible for providing high-level administrative and operational support to three members of the Executive Leadership Team (ELT) while ensuring the efficient day-to-day operation of the Raleigh, NC office. This role serves as a trusted partner to senior leaders, managing complex calendars, travel arrangements, meeting coordination, and executive communications, while also acting as a key point of contact for office administration, employee experience, visitor management including new starter verification, and site operations.

The successful candidate will be highly organized, proactive, and resourceful, with exceptional attention to detail and the ability to manage multiple priorities in a fast-paced, high-growth environment. They will demonstrate sound judgment, professionalism, and a strong customer service mindset, ensuring a seamless experience for executives, employees, customers, and visitors alike.

Responsibilities:

• Onsite Presence: Required to be physically present in the Raleigh office to manage day-to-day logistics three days per week.

• New Hire: On site welcome, Identity Verification, tour, and introductions in Raleigh, NC.

• Office Operations & Facilities Oversight: Managing supplies, repairs, vendor relationships, and physical access (badges, visitor logs). Review and optimize office policies & procedures. Coordinate with Property Management when needed. Collect and process postal mail.

• Kitchen Management: Purchase onsite snacks, beverages, and supplies. Run/empty dishwasher.

• On-Site Meeting Coordination and Support: Conference room management/prep/reset & scheduling. Laise with IT as needed. Meal planning and catering as needed.

• Expense Reporting: Reconciling and submitting executive expense reports for self and leaders.

• Executive Calendar Management: Prioritizing and scheduling meetings across time zones. Coordinating with internal and external EA’s/SAA’s, C-Suites for scheduling.

• High-Level Travel Planning: Coordinating complex domestic and international travel, including visas, flights, and hotel accommodations.

• Utilize AI to convert meetings notes into action items and ensure follow up.

• Use AI for continuous improvements in administration processes.

• Prepare and submit purchase requisitions and monthly expense reconciliation for corporate AMEX charges.

• Event Planning: Organizing executive Department events.

• All other duties and responsibilities as assigned

Knowledge, Skills & Abilities:

Knowledge

• Executive administration, calendar management, travel coordination, and meeting logistics.

• Office operations, vendor management, and workplace services.

• Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.

• AI-enabled productivity tools, including Microsoft Copilot.

• Confidentiality, records management, and business communication best practices.

Skills

• Exceptional organization, prioritization, and attention to detail.

• Advanced ("Pro") Microsoft Office and Microsoft 365 proficiency.

• Strong written and verbal communication skills.

• Executive-level stakeholder management and relationship building.

• Problem-solving, planning, and multitasking in a fast-paced environment.

• Effective use of AI tools, including Microsoft Copilot, to improve efficiency and productivity.

Abilities

• Support multiple senior executives while managing competing priorities.

• Anticipate needs and proactively resolve issues.

• Exercise sound judgment and maintain strict confidentiality.

• Coordinate activities across teams, functions, and external partners.

• Adapt quickly to changing business priorities and deadlines.

• Drive continuous improvement in administrative and office processes.

Experience & Qualifications

• 3-5 years of experience in Executive Assistant or senior administrative support roles.

• Experience supporting multiple senior leaders, preferably Executive Leadership Team members.

• Advanced ("Pro") proficiency in Microsoft Office and Microsoft 365.

• Experience using AI tools such as Microsoft Copilot to enhance productivity and workflow efficiency.

• Experience coordinating office operations, facilities, visitors, and employee events.

Onboarding:

As part of our onboarding process, all new employees will be required to attend / travel to the office on their first day of employment (Raleigh, NC / Tucson, AZ / Carmel, IN). This requirement is essential for onboarding activities, including the identity verification, completion of necessary documentation, receiving your IT equipment, introductions to key team members, and orientation to Clinisys policies and procedures.

Benefits:

Our benefits for Full Time employees are designed to help you move forward in your career, and in areas of your life outside of work. From health and wellness benefits, 401 (k) Savings Plan, stock incentive programs, paid time off, parental leave, and tuition assistance, we've got you covered with our total rewards package.

The starting pay range for a candidate selected for this position who is generally within the range of $65,000 - $80,000 for annual base salary. The successful candidate’s actual pay will be based on various factors, such as work location, qualifications, and experience, so the actual starting pay may be above or below this range.

Physical Requirements:

• Work is performed in a normal office or setting with minimal exposure to health or safety hazards. Prolonged periods of sitting at a desk and working on a computer.

• Up to 10% travel may be required

• Moderate lifting/carrying 15-44 lbs.; use of fingers; walking/standing 2-6 hours

• Exposure to hazardous materials or various weather conditions

• Travel to client sites that can pose risk associated with healthcare organization

• May be required to follow customer location health and safety requirements

Clinisys’ Commitment to Equal Opportunity:

Clinisys is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, physical or mental disability, genetic factors, military/veteran status or other characteristics protected by law.

General Guidance:

This job description is meant to provide an accurate depiction of tasks and accountabilities that are most often associated with this role. While we strive to provide an accurate depiction, nothing in this description restricts the company from changing, reassigning, expanding or reducing scope of accountability.

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