Administrative cum Personal Assistant

Job Summary

JOB DESCRIPTION

The Administrative cum Personal Assistant is responsible for oversees executive support, project coordination and administrative operations to ensure organizational efficiency and seamless leadership support. This role manages agreements and a team of administrative professionals while maintaining the highest level of confidentiality and professionalism.

Duties & Responsibilities

• Provide confidential executive-level support to senior leadership, ensuring seamless scheduling, communication, and decision-making.
• Perform project management duties including identification, detailing of project milestones, tracking, status, and coordination through job completion for the cost reduction initiatives at the company.
• Act as the primary liaison, prioritizing requests, screening communications, and managing high-level relationships.
• Coordinate complex business and personal travel arrangements, international itineraries, and logistics for executives.
• Prepare and review correspondence, presentations, reports, graphs, and spreadsheets for senior executives and board-level meetings.
• Anticipate executive needs and proactively address future priorities and deadlines.
• Lead and mentor a team of senior team to deliver consistent, high-quality support across departments.
• Administer programs, projects, and business processes, ensuring operational excellence and alignment with company strategy.
• Manage and safeguard confidential files, agreements, and communications with discretion and professionalism.
• Oversee budget tracking, expense reports, and corporate card reconciliations for leadership and departments.
• Streamline administrative workflows, implement best practices, and train team members on processes.
• Oversee agreements, contracts, and compliance documentation, ensuring accuracy, execution, and timely renewals.
• Organize and support corporate events, town halls, executive meetings, and cross-departmental activities, ensuring alignment with company messaging.
• Collaborate with leadership to ensure smooth communication across all business units and external partners.
• Perform special projects, strategic initiatives, and other assigned duties to support executive and operational priorities.
  
  

Minimum Qualifications

Minimum & Preferred Qualifications and Experience:

• 5 years or more experience working for C-level executive support to multiple executives in a large publicly held organization is preferable.
• Strong proficiency with Microsoft Office products, including Word, Excel, and PowerPoint.
• Understanding engineering workflows, technical documentation, and production processes.
• Ability to react with an appropriate level of urgency to situations and events that require a quick response.
• Ability to work and thrive in a fast-paced, dynamic environment with frequent interruptions, distractions, and a fluctuating workload.
• Ability to provide consultation and recommendations to management.
• Ability to build and maintain trust-based relationships with multiple internal and external stakeholders.
• Strong expertise in contract and agreement management and compliance tracking.
• Exceptional organization, communication, and interpersonal skills with a proactive mindset.
• Ability to manage confidential information with discretion and integrity.
• Leadership experience with a focus on team development and cross-departmental collaboration.
  
  

Preferred Qualifications

• 5 + years of experience in a similar position performing project management functions or providing executive support to multiple executives in a large publicly held organization preferred.
  
  

Education

Bachelor's degree in engineering, Business Administration, Management, or a related field; master's degree or certifications

Physical requirements/Work Environment

This position primarily works in an office environment but will spend a fair amount of time in a production environment. Must be able to travel on a periodic basis both domestically and internationally (including Mexico). The ability to operate a motor vehicle and maintain a valid Driver's license is required. Daily use of a computer and other computing and digital devices is required. May stand or sit for extended periods and require being able to lift/carry up to 50 Lbs.

The physical demands of the position described herein are essential functions of the job and employees must be able to successfully perform these tasks for extended periods. Reasonable accommodation may be made for those individuals with real or perceived disabilities to perform the essential functions of the job described.

Masimo is an Equal Employment Opportunity Commission / Affirmative Action employer, we encourage Minorities, Females, Disabled and Veterans to apply.