Senior Staff Support Specialist

Applied Medical is a new generation medical device company with a proven business model and commitment to innovation fueled by rapid business growth and expansion. Our company has been developing and manufacturing advanced surgical technologies for over 35 years and has earned a strong reputation for excellence in the healthcare field. Our unique business model, combined with our dedication to delivering the highest quality products, enables team members to contribute in a larger capacity than is possible in typical positions.

Position Description

The Senior Staff Support Specialist plays a critical role in supporting senior leadership at Applied Medical by enabling efficient communication, coordination, and execution of business priorities. This role serves as a trusted partner to senior staff, including the Chief Financial Officer, and acts as a central liaison across teams to ensure organizational objectives are met. Working in a fast-paced medical device environment, the Senior Staff Support Specialist contributes to operational excellence through proactive administrative support, process improvement, and effective collaboration.

Key Responsibilities

• Arrange and coordinate meetings, including leadership updates, board meetings, and special events, ensuring accurate scheduling and logistics.
• Develop correspondence, presentations, reports, and other professional documents using Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook.
• Support senior leadership calendars, appointments, and complex travel arrangements with accuracy and discretion.
• Plan, organize, and support internal and external events.
• Coordinate catering requests in collaboration with the Hospitality team.
• Conduct research and collect, analyze, and organize data to support leadership and team initiatives.
• Assist the Chief Financial Officer and senior staff with financial reports, reimbursements, invoices, and payments.
• Collaborate with cross-functional partners including Accounts Payable, Legal, Maintenance, and executive team members to support daily operations.
• Review administrative processes and implement continuous improvement initiatives to enhance efficiency and effectiveness.
• Provide support for visitors and act as a point of contact for internal and external guests, maintaining a professional and welcoming environment.
• Assist with ordering office supplies, picking up and distributing mail, and sending UPS and USPS packages.
• Take initiative to support projects and tasks as needed across the team.
• Complete additional assignments and tasks as needed to support the team and senior leadership.
• Exercise discretion and maintain confidentiality in all circumstances.
• Maintain compliance by understanding and following Applied Medical Quality Systems (QS) according to required training.
  
  

Success in This Role Looks Like

• Consistently enabling senior leaders to focus on strategic priorities through proactive planning and administrative execution.
• Meetings, events, and travel arrangements are organized seamlessly and aligned with business priorities.
• Delivering clear, accurate, and professional written and verbal communication across all levels of the organization.
• Effectively managing multiple concurrent projects, deadlines, and priorities in a fast-paced environment.
• Demonstrating sound judgment, discretion, and confidentiality when handling sensitive information.
• Driving process improvements that streamline administrative workflows and elevate team effectiveness.
  
  

Position Requirements

This position requires the following skills and attributes:

• Hold six or more years of experience in a related administrative or customer service-focused role, with executive assistant experience strongly preferred.
• Applying proficiency with computer software, including Microsoft Office suite applications such as Outlook, Excel, Word, and PowerPoint.
• Demonstrating expert written and verbal communication skills, including the ability to read, write, and speak clearly with team members and guests.
• Applying exceptional organizational and time management skills in a dynamic, evolving office environment.
• Managing multiple priorities and projects simultaneously using strong critical thinking and problem-solving skills.
• Contributing to process improvements or continuous improvement initiatives within an office or corporate setting.
• Collaborating effectively with diverse teams while building strong internal and external working relationships.
• Using discretion and maintaining strict confidentiality when handling sensitive financial, business, and personnel information.
  
  

Preferred

The following skills and attributes are preferred:

• A Bachelor’s degree in business administration or a related field is preferred.
• Supporting C-suite Executives, including experience assisting a Chief Finacial Officer or senior leadership teams.
  
  

Benefits

• Competitive compensation range: $85000 - $100000 / year (California).
• Comprehensive benefits package.
• Training and mentorship opportunities.
• On-campus wellness activities.
• Education reimbursement program.
• 401(k) program with discretionary employer match.
• Generous vacation accrual and paid holiday schedule.
  
  

Please note that the compensation range may be adjusted in the future, and bonus and incentive compensation plans may apply.

Our total reward package reflects our commitment to employee growth and well-being, as we invest in your development and offer a range of benefits designed to enhance your career and life.

All compensation and benefits are subject to plan documents and written agreements.

Equal Opportunity Employer

Applied Medical is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (including pregnancy, childbirth, breastfeeding and related medical conditions), or sexual orientation, or any other status protected by federal, state or local laws in the locations where Applied Medical operates.