Instant Systems Inc. · 1 day ago
Executive Assistant
Norfolk, VA
Full-time
Onsite
Mid Level
4+ years expInstant Systems Inc. is seeking an Executive Assistant to serve as a strategic partner to senior leadership. This role involves providing comprehensive administrative support, managing sensitive information, and ensuring optimal efficiency and productivity for the executive office.
BiotechnologyManufacturingMedical Device
Responsibilities
Handle sensitive information with the utmost confidentiality and integrity, protecting all information regarding executives and company
Represent the executive office with a polished, professional demeanor in all interactions, including but not limited to, interaction with clients, associates and staff members
Serve as a trusted liaison between executives, internal teams, and external stakeholders
Conserve the Executives’ time by triaging calls, meetings, and correspondence
Anticipate Executives’ needs by preparing materials, agendas, and resources in advance
Prepare project summaries by researching, reading, and compiling project specific data for Executive review
Identify potential challenges and propose solutions before issues arise
Manage complex calendars, travel arrangements, and expense reports with precision
Review documents for accuracy and completeness, ensuring high-quality deliverables
Recording meeting minutes, conference notes, and other relevant information during Executive interactions and maintaining a secure retrieval system for Executive’s confidential materials
Track deadlines, upcoming events and important dates with reminders and follow-up on action items to ensure timely completion
Support personal tasks such as travel planning, household coordination, and special projects
Maintain flexibility to handle ad-hoc requests with discretion and efficiency
Other Responsibilities as assigned
Qualification
Required
a minimum of 4 years of relevant work experience supporting senior leadership
exceptional organizational and time-management skills
strong written and verbal communication abilities
a high level of discretion and professionalism
ability to work independently and anticipate needs in a fast-paced environment
solid company-centric ideology
creative problem-solving skills
the ability to balance multiple priorities
core values of honesty and respect
a thirst for learning
Benefits
401K
Health Benefits: Medical, Dental, Vision
Wellness Program
Life Insurance
Corporate Sponsored Events
Skill growth opportunities
Short Term Disability
Ability to Advance
Working with energetic & creative problem solvers
A mission worthy of your energy and expertise
Company
Instant Systems Inc.
Instant Systems produces single use supplies, packaging and specialized kits for the rapidly advancing biotechnology sector; specifically in the areas of cell-based assay/culturing, tissue engineering/regeneration, biopharmaceuticals and fermentation.
51-200 employees
H1B Sponsorship
Instant Systems Inc. has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (1)
Funding
Current Stage
Growth StageLeadership Team
Tara Ramsey
President & CEO
Uzair R.
Chief Operating Officer
Company data provided by crunchbase