Executive Administrative Assistant

WHAT WE DO

We sterilize medical devices and instrumentation used in surgeries - with a focus on Orthopedics.
That's all we do - and we are setting a new standard for quality sterilization in the United States.

WHY THIS IS IMPORTANT

Sterile Processing Departments (SPDs) are one of the most important and yet most overlooked areas of a hospital or surgery center. This is a critical and growing problem as staffing shortages, poorly maintained facilities, and failure to adhere to the standards required to ensure patient and staff safety are increasing costs and potentially putting lives at risk. Even though sterilization is central to providing surgical services, it is often an afterthought for most facilities. The people who work in the SPD know it, and the deteriorating morale of the sterile processing workforce is adding to the decrease in sterilization competency.

Sterilization is ALL we do. Our people are the core of our company, and we treat them accordingly – like the rockstars they are. We've invested heavily in our facilities, equipment, and processes, and we do it right. Every time. We hire the best, and we don't have to look far. The best sterile processing technicians and coordinators love what they do, and they want to work in a place where they are valued. That place is Instrumentum.

WHAT WE NEED

Are you the Hermione Granger of administrative magic or the Leslie Knope of office operations? If so, we need you. We're looking for an administrative Swiss army knife – someone with the foresight of a strategist, the organizational skills of a librarian, and the warmth of a trusted friend. Reporting to the Chief Administrative Officer, you will orchestrate a symphony of operations, data, and reports that keeps us at our best. From handling schedules to presenting data in an impactful way, you'll make Instrumentum a well-oiled machine.

WHAT YOU WILL DO

Support Executive Operations & Daily Workflow

• Manage calendars, meetings, travel, and event logistics for the Executive Team.
• Draft communications, prepare materials, organize documents, and take notes to keep leaders operating smoothly.
• Represent the Executive Team with professionalism, warmth, and discretion.

Create a Best-in-Class Front-of-House Experience

• Serve as the first point of contact for visitors, vendors, and callers, ensuring a polished and welcoming experience.
• Triage incoming calls and inquiries to maintain smooth communication flow.
• Keep the reception area organized and consistently reflective of Instrumentum's standards.

Drive Office Operations, Facilities Readiness & Workplace Experience

• Keep the office fully stocked, functional, and ready for use, supplies and refreshments to meeting spaces and equipment.
• Maintain the appearance and cleanliness of shared spaces and coordinate additional cleaning needs as needed.
• Ensure a visually inspiring, orderly environment that supports productivity and excellence.

Enhance Culture, Engagement & Team Support

• Support company-wide and local events that strengthen connection and morale.
• Foster a positive, collaborative environment in daily interactions.
• Serve as an ambassador of our mission, values, and workplace culture.

Support Billing, Expenses & Compliance

• Handle simple billing tasks and manage office-related expenses responsibly.
• Maintain confidentiality, professionalism, and adherence to policies; escalate issues when needed.
• Contribute to a culture of safety, quality, and continuous improvement.

WHAT YOU WILL DELIVER

• A workplace that buzzes with productivity and positivity.
• Data and reports that inform and guide company decisions.
• Operational efficiencies that drive our mission forward.
• An office culture that attracts and retains the best talent.

WHAT WE OFFER

• A compelling vision and mission, and the collective pursuit of excellence.
• A great environment. We're pretty fun to work with and are building an awesome team.
• Generous benefits and growth opportunity with a well-positioned, fast-growing company.

WHAT YOU WILL BRING TO THE TABLE

• A minimum of 3 years of experience in office management or a related field, showcasing your expertise in administrative wizardry.
• Proficiency in Excel and the ability to create spreadsheets, aggregate data, and generate simple reports within the Microsoft Office Suite.
• Exceptional organizational skills and attention to detail, allowing you to juggle multiple tasks with ease and finesse.
• Excellent communication and interpersonal skills, enabling you to build rapport with team members and external stakeholders alike.
• A positive and proactive attitude, coupled with a willingness to roll up your sleeves and tackle any task with enthusiasm.
• A sense of humor and a dash of creativity, making the office a vibrant and enjoyable place to be.
• A degree in business administration or a related field is preferred, but not required.

DETAILS

This is an on-site position at our Boca Raton, Florida location. We are building other facilities and working with various partners, so occasional travel may be necessary to share best practices and meet with vendors and partners.

You will need to fully cooperate with and adhere to all company health, safety, and environmental policies and procedures, communicating suggestions for improvement to anyone who will listen.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Instrumentum is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age (40 or older), disability, medical condition, genetic information, marital status, military and veteran status or any other protected characteristic under federal or applicable state laws.

Pay: $75, $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• executive administrative support: 3 years (Required)

Work Location: In person