Assistant, Administrative Services & Communication

Why Join Us

At our core, we believe that our people are our greatest strength. We are a global organization dedicated to innovation, community impact, and the continuous development of our team members. When you join us, you aren’t just taking a job; you’re becoming part of a collaborative environment where your contributions have a direct impact on our success and the communities we serve.

Overview

Executive Administrative Assistant

The Executive Administrative Assistant provides high-level support across the organization, acting as a central hub for cross-functional operations. This role demands an agile professional capable of managing a diverse and fluctuating workload that extends far beyond traditional office administration.

Responsibilities

Strategic & Cross-Functional Support

• Centralized Task Management: Serve as the primary point of contact for administrative requests from all functions, evaluating and prioritizing high-priority tasks with a high degree of autonomy.

• Executive Coordination: Manage complex scheduling, travel arrangements, and ground transportation for officers and directors, Sr. Managers ensuring seamless transitions between engagements.

• Aviation & Logistics: Oversee flight schedules and passenger notifications, coordinating ground transportation and logistics in alignment with corporate travel requirements.

• Meeting & Event Facilitation: Coordinate agendas for meetings and collaborate with Sales Representatives to lead the logistics for plant tours, including visitor correspondence and facility coordination.

• Confidential Data Management: Handle sensitive documentation with absolute discretion, including payroll records, merit reviews, and financial statements.

Technical Proficiency & Digital Innovation

• Systems Orchestration: Master and navigate various functional software platforms, moving fluidly between different digital tools to meet departmental needs.

• Collaboration Leadership: Utilize Microsoft Teams at an advanced level for project coordination, file architecture, and organizational communication.

• AI & Tech Integration: Proactively adopt and incorporate AI-driven data tools and emerging technologies to enhance workflow efficiency and data accuracy.

• Fiscal Administration: Process expense reports for leadership in strict accordance with corporate policy and maintain accurate Paid Time Off (PTO) records for officers.

Operational Excellence

• Records Management: Oversee the comprehensive filing of all corporate records, correspondence, and miscellaneous administrative documentation.

• Communication: Draft and professionalize correspondence from handwritten notes or verbal briefs for administrative managers.

• Global Collaboration: Interact effectively with personnel at all levels of the global organization, maintaining a professional and receptive demeanor in fast-paced environments.

• Reception & Rotation: Participate in the departmental receptionist rotation, ensuring consistent front-facing coverage and professional service.

Qualifications

• Agile Problem Solver: Proven ability to pivot quickly between disparate tasks and functional areas without losing momentum.

• Self-Directed: Demonstrated track record of managing heavy, fluctuating workloads with minimal supervision.

• Communication Mastery: Exceptional oral and written communication skills with a sharp eye for detail.

• Digital Agility: Tech-forward mindset with the ability to rapidly learn and implement new business applications and software solutions.

• Professional Reliability: Commitment to maintaining strict confidentiality, safety requirements, and punctual attendance.

We offer

Cook Medical has a healthy company culture with a strong common set of values. Responsible, competent and professional staff is our most important resource. We have a flat organizational structure and focus on open dialogue. Qualities such as determination, loyalty and humour are highly appreciated.

We invent, manufacture, and deliver unique medical devices to the health care systems of the world. Serving patients is a privilege and we demand the highest standards of quality, ethics, and service in all that we do.

Cook Medical offers a well-organized internal training course which is taken by all new staff to enable them to quickly gain thorough knowledge of the company.

In addition to a salary package, we offer pto, additional sick time, a bonus system, health insurance, as well as free use of the company’s own gym.

Further information

For further information about the job, please feel free to contact Jennifer Peck-Wells by email at jennifer.peck-wells@cookmedical.com.

Deadline for applications is Friday, May 15, 2026