Reports to: President

Location: MATSYS HQ

We are seeking a dynamic and experienced Executive Assistant to provide high-level, strategic, and administrative support to the President. This position requires a highly organized, resourceful, and proactive individual who thrives in a fast-paced environment. The ideal candidate will serve as a trusted partner and extension of the executive, offering exceptional support in managing operations, communication, projects, and cross-functional collaboration.

This role combines traditional executive assistant responsibilities with strategic involvement, operational oversight, and executive-level representation.

The successful candidate will bring at least 7-10 years of progressive experience supporting management teams in dynamic environments, demonstrating exceptional judgment and discretion. Their communication skillsboth written and verbalwill be impeccable, enabling confident interaction with stakeholders at all levels. The successful candidate will be particularly adept at anticipating needs, embracing complex problem-solving, and driving continuous improvement. Above all, they will maintain a high degree of professionalism and confidentiality in every interaction.

Description

Strategic Support and Operational Efficiency

Provide end-to-end support for strategic meetings, including scheduling, agenda creation, stakeholder coordination, and post-meeting follow-up

Manage complex calendar, email, and daily schedules to align with strategic goals

Monitor and prioritize initiatives to ensure timely completion of key objectives

Fill workflow gaps by identifying inefficiencies and implementing streamlined processes

Support organizational communication initiatives

Administrative Support

Coordinate all aspects of executive travel, including booking, logistics, and itinerary management

Organize digital files for optimized access and efficiency

Oversee visitor logistics and management

Plan, execute, or delegate internal events

Supervise Operations Administrator and office admin functions

Project and Information Management

Track and report on project milestones, deliverables, and financial metrics

Prepare, review, and polish high-impact presentations, reports, and correspondence

Assist in financial and KPI reporting across the executive leadership team

Customer Relationship Management and Marketing Support

Support the development of systems for direct product sales

Contribute to select general and product-specific marketing initiatives

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MATSYS, Inc.

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