Executive Assistant

Description

RxSight® is an ophthalmic medical technology corporation headquartered in Aliso Viejo, California that has commercialized the world’s first and only adjustable intraocular lens (IOL) that is customized after cataract surgery. The company’s mission is to revolutionize the premium cataract surgery experience by allowing surgeons to partner with their patients to achieve optimized results for every unique eye.

OVERVIEW:

 The Executive Assistant provides high-level administrative and operational support to the Chief Commercial Officer (CCO) and other designated senior leadership positions. This highly visible role coordinates executive priorities, calendars, communications, meetings, travel, and confidential business matters, with particular emphasis on supporting the commercial organization. The successful candidate is proactive, resourceful, highly organized, and exercises exceptional judgment, professionalism, and discretion while managing competing priorities in a fast-paced public company environment.  

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive & Administrative Support

• Provide comprehensive administrative support to the Chief Commercial Officer and other designated senior leaders, as needed.  
• Manage complex executive calendars, prioritize competing requests, coordinate meetings, and anticipate scheduling conflicts to maximize executive effectiveness.  
• Draft, edit, proofread, and prepare executive correspondence, reports, presentations, meeting materials, and other business documents with exceptional accuracy and professionalism. 
• Manage incoming inquiries and communications, exercising sound judgment, discretion, and professionalism while ensuring timely follow-up.  
• Anticipate the needs of the Chief Commercial Officer and supported senior leaders and proactively resolve administrative and logistical issues. 
• Coordinate commercial leadership activities, including leadership meeting logistics, calendars, agendas, presentations, meeting notes, and follow-up on action items. 
• Build strong relationships with executives, employees, customers, commercial partners, and external business contacts while serving as a trusted representative of the supported leaders. 
• Support commercial strategic initiatives, cross-functional projects, and senior leadership priorities while maintaining the highest level of confidentiality. 
• Organize office operations, procedures, and executive administrative activities to ensure efficient workflow. 

Meeting & Event Coordination

• Plan, schedule, and coordinate executive and commercial leadership meetings and onsite or virtual events, ensuring meeting materials, technology, catering, logistics, and follow-up activities are completed seamlessly. 
• Coordinate commercial leadership meetings, cross-functional meetings, company events, executive off-sites, and leadership retreats as requested. 
• Prepare meeting agendas, presentations, supporting documentation, and action item summaries.  
• Coordinate company-sponsored meals and hospitality arrangements as requested. 

Travel & Expense Management

• Coordinate complex domestic and international travel arrangements for the Chief Commercial Officer and other designated senior leaders, including flights, hotels, ground transportation, visas, and detailed itineraries. 
• Prepare, review, and reconcile travel and expense reports using Concur or equivalent expense management systems.  
• Anticipate travel changes and resolve travel-related issues with minimal disruption. 

Other Responsibilities

• Handle highly confidential business, personnel, commercial, and corporate information with the highest level of integrity, professionalism, and discretion. 
• Represent the Chief Commercial Officer and other supported senior leaders professionally in all internal and external interactions. 
• Maintain organized executive records, commercial leadership materials, meeting documentation, and action-item tracking in accordance with company policies and document retention requirements. 
• Perform other duties and special projects as assigned. 

Requirements

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent interpersonal, verbal, written, and presentation communication skills.  
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).  
• Proficiency with video conferencing platforms (Microsoft Teams, Zoom).  
• Strong organizational and project management skills with the ability to prioritize multiple assignments and consistently meet critical deadlines.  
• Exceptional attention to detail with the ability to produce high-quality work with minimal supervision.  
• Demonstrated ability to maintain strict confidentiality and exercise sound judgment when handling sensitive business, employee, and commercial matters. 
• Strong understanding of executive-level business operations and the coordination needs of a commercial leadership organization. 
• Executive presence with the ability to build trusted relationships with senior leaders, employees, customers, and external business partners. 
• Ability to work collaboratively across all levels of the organization in a fast-paced, high-growth environment. 

SUPERVISORY RESPONSIBILITIES:

• None

EDUCATION, EXPERIENCE, and TRAINING:

• Bachelor's degree preferred.  
• Minimum of 7–10 years of Executive Assistant experience supporting C-suite executives or other senior leaders, preferably including commercial leadership. 
• Experience supporting multiple senior leaders and coordinating priorities across a complex organization; public company experience preferred. 
• Experience supporting Commercial, Sales, Marketing, Business Development, or other cross-functional corporate organizations preferred. 
• Demonstrated experience organizing executive and leadership meetings, preparing agendas and presentations, coordinating logistics, and tracking follow-up actions. 
• Experience working in a public company environment and handling highly sensitive and confidential business information preferred. 
• Proven experience coordinating complex domestic and international travel.  
• Expertise in complex calendar management across multiple executives and multiple time zones.  
• Experience supporting executives within the medical device, biotechnology, life sciences, or healthcare industry is strongly preferred.  
• Training to be completed per the training plan for this position as maintained in the document control system.  
• The training requirements on TRN-10007 Insider Trading Policy, TRN-10008 Global Anti-Bribery and Anti-Corruption Policy, and TRN-10009 Code of Business Conduct and Ethics must be completed within 30 days of hire and annually thereafter. 

CERTIFICATES, LICENSES, REGISTRATIONS:

• None

COMPUTER SKILLS:

• MS Office (Excel, Word, PowerPoint, Outlook)

Notice to Staffing Agencies and Search Firms:

RxSight does not accept unsolicited resumes or candidate submissions from staffing agencies or search firms for any employment opportunities. All agency engagements must be authorized in writing for a specific position by RxSight’s Talent Acquisition department. Any resumes or candidate information submitted without such specific engagement will be considered unsolicited and the property of RxSight. No fees will be paid in the event a candidate is hired under these circumstances.