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Mizuho OSI · 2 weeks ago

Executive Assistant (Marketing/Clinical)

Union City, CA

Full-time

Onsite

Mid, Senior Level

$100K/yr - $138K/yr

7+ years exp

Mizuho OSI is the leader in the markets for specialty surgery and patient positioning. The Executive Assistant provides high-level administrative and operational support to executives in Product Management, Marketing, and Clinical functions.

BiotechnologyHealth CareManufacturing

Responsibilities

Supports Product Management, Marketing, and Clinical teams in daily operations, project coordination, and strategic initiatives

Prepares, edits, and manages documents, presentations, and reports using Microsoft Office 365 suite of tools

Demonstrate extreme attention to detail in understanding executive priorities, interpreting instructions, and executing tasks with precision and accountability

Assertively manage executive calendars in a fast-paced, dynamic environment, anticipating conflicts, prioritizing meetings, and ensuring optimal time utilization

Act as a professional representative of the executive in selecting internal and external interactions, maintaining discretion, professionalism, and alignment with leadership expectations

Take notes, document action items and next steps during meetings, and as appropriate, follow up to ensure that such activities have been completed

Provide administrative support including calendar scheduling and maintenance, events and meetings coordination, travel arrangements and logistics, and interview scheduling

Respond to manager and employee questions, refer them to appropriate resources, and follow up to ensure closed loop communication in a timely and effective manner

Maintain files, order supplies, form and other resources so that paperwork and information is readily available

Make suggestions to better facilitate or improve administrative processes

Leverages use of Generative AI tools (e.g., Microsoft Copilot) to: Draft and refine communications, reports, and presentations. Summarize meeting notes and action items. Automate repetitive tasks such as scheduling, follow-ups, and document formatting. Conduct preliminary research and generate insights into departmental initiatives. Create templates and workflows that improve team efficiency and reduce administrative overhead

Communicate effectively with internal and external stakeholders, including international partners

Review and respond to critical emails and voicemails, draft responses, and ensure closed-loop communication

Maintain confidential files, manage supplies and resources, and support process improvements

Provide backup support to reception and other senior executives as needed

Demonstrate cultural sensitivity and basic fluency in Japanese for business communications

Assist in the planning and execution of professional programs that may include educational and clinical research activities

Other duties as assigned

Qualification

Microsoft Office 365Generative AI toolsHospital industry knowledgeMedical device marketingJapanese languageCommunication skillsInterpersonal skillsOrganization skillsTime managementAttention to detail

Required

Bachelor's degree preferred; minimum 7 years directly related experience or equivalent combination of education and experience

Strong skills in reading, speaking, and writing in English required and basic fluency in Japanese (reading, writing, and speaking)

Proficient in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams

Exceptional communication, interpersonal, organization, productivity, and time management skills

Thorough knowledge of company operations and policies and procedures

Ability to handle details of a highly confidential and critical nature with strong attention to detail

Ability to organize and prioritize tasks and meet deadlines in fast-paced environment

Ability to deal with all situations with tact and a high level of professionalism

Ability to exercise judgment in screening calls and responding to requests and inquiries from internal and external audiences

Ability to work effectively in a multicultural environment and interact with senior management

Willingness to work onsite 5 days/week and be accessible on weekends

May require travel up to 10% with some weekend travel within the United States and internationally

Preferred

Demonstrated experience using Generative AI tools in a professional setting to enhance productivity, communication, and decision-making highly preferred

Knowledge of hospital industry and human anatomy and/or medical device marketing experience preferred

Ability to evaluate AI-generated content critically, ensuring accuracy, tone, and alignment with executive expectations highly preferred

Familiarity with AI-powered productivity platforms (e.g., Microsoft 365 Copilot, ) and willingness to adopt emerging tools highly preferred

Strong skills in reading, speaking and writing in English required. Basic business fluency in Japanese (reading, writing, speaking) highly preferred