Executive Assistant (Marketing/Clinical) at Mizuho OSI

About Company

Mizuho OSI is the leader in the markets for specialty surgery and patient positioning. The company’s portfolio includes specialty surgical tables for procedure-specific approaches that improve patient outcomes in spine and orthopedic surgeries along with disposable and reusable surgical patient care products.

Job Summary

The Executive Assistant provides high-level administrative and operational support to executivesin Product Management, Marketing, and Clinical functions. This role requires proactive problem-solving, advanced digital skills, and the ability to manage confidential and time-sensitive matters. The role will leverage modern tools to optimize workflows and support strategic initiatives in Orthopedics/Spine.

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.

Qualifications & Requirements:

• Bachelor’s degree preferred; minimum 7 years directly related experience or equivalent combination of education and experience.
• Proficient in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• 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.
• 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.
  
  

Pay Scale: $100,000- $138,000 DOE + potential annual bonus + comprehensive benefits package