About this role
Assistant, Executive - CR
Job Description: Provide high-level, proactive, and confidential executive support to executive leadership, enabling effective prioritization, communication, decision preparation, and execution across the Costa Rica site and global organization. Operate with substantial independence in a fast-paced, highly regulated medical device manufacturing environment and serve as a key liaison with senior leaders, associates, visitors, and external stakeholders. Job duties: • Manage the Executive’s complex calendar, priorities, and meeting cadence; resolve scheduling conflicts and ensure time is aligned with business priorities. • Coordinate domestic and international travel, including itineraries, transportation, accommodations, required documentation, and expense reporting. • Prepare agendas, briefing materials, presentations, reports, correspondence, and executive communications; proofread and edit content for accuracy, clarity, and appropriate tone. • Support Site Leadership Team and other executive-level meetings by coordinating logistics, documenting decisions and action items, and following up on commitments and deadlines. • Serve as a trusted liaison between the Executive and internal and external stakeholders, using sound judgment, discretion, cultural awareness, and professional communication. • Manage confidential and sensitive information related to business strategy, organizational matters, personnel, financial information, and site operations. • Coordinate executive and customer visits, leadership events, town halls, off-site meetings, webinars, and conference calls, including pre-event planning and post-event follow-up. • Provide project coordination for strategic site initiatives by maintaining plans, milestones, risks, action logs, and status updates; escalate issues when needed. • Conduct research, consolidate information, and develop summaries or dashboards to support executive decisions and business reviews. • Support Ringi and other approval workflows, including preparation and routing of requests, invoices, purchase-related documentation, and financial records, as assigned. • Partner effectively with global Executive Assistants and cross-functional teams across Operations, Quality, Regulatory, Human Resources, Finance, Supply Chain, Engineering, Information Technology, and Environment Health and Safety. • Maintain organized executive records and files in accordance with document retention, data privacy, information security, and Quality Management System requirements. • Provide back-up or coordination support to administrative personnel and help standardize effective administrative practices when requested. • Comply with applicable Laws and Regulations, adhere to Quality Management System processes and requirements as well as demonstrate Ethics and Integrity in all matters and at all levels throughout the organization. • Perform additional duties as assigned.
Qualifications: • Bachelor’s degree in business administration, Office Administration, Communications, or a related field, or an equivalent combination of education and relevant experience. • Minimum eight (8) years of progressive administrative or executive support experience, including experience supporting senior leadership. • Demonstrated experience supporting a Vice President, General Manager, C-suite executive, or comparable senior leader in a multinational organization. • Advanced (C1) English and Spanish proficiency, both written and verbal, with the ability to draft executive communications, manage sensitive business correspondence, and collaborate effectively with global stakeholders and senior leadership. • Advanced computer proficiency including MS Word, Excel, PowerPoint, Outlook, Teams and AI-enabled productivity tools. • Strong written and verbal communication and interpersonal skills. • Demonstrated ability to coordinate complex meetings, executive travel, events, communications, and confidential business matters while effectively managing competing priorities, executive calendars, and time-sensitive deliverables with a high degree of professionalism and minimal supervision. • Strong organizational, analytical, prioritization, and problem-solving skills, with exceptional attention to detail. • Availability to provide schedule flexibility when required to support global time zones, executive travel, or critical site activities. Desired Qualifications • Experience in medical device, pharmaceutical, life sciences, advanced manufacturing, or another highly regulated industry. • Strong business judgment, executive presence, discretion, and ability to anticipate needs and act proactively. • Strong project coordination skills, including action tracking, stakeholder follow-up, risk identification, and preparation of concise status updates. • Ability to build effective working relationships across functions, cultures, organizational levels, and geographic locations. • Advanced presentation, written communication, meeting facilitation, and proofreading capabilities. • Familiarity with Quality Management Systems, document control, data privacy, and compliance expectations in a regulated environment. • Continuous-improvement mindset and ability to simplify and standardize administrative workflows.