Administrative Assistant

Company Description

Zeo ScientifiX is a leading, fully integrated exosome therapeutics company located in Fort Lauderdale, FL. We specialize in groundbreaking research in the field of nanotechnology, specifically exosomes and other microvesicles, to develop cutting-edge stem cell-based therapeutics. Our mission is to transform regenerative medicine by creating revolutionary and lifesaving therapies for patients. Zeo ScientifiX is committed to becoming the healthcare technology incubator for biologic medicine.

Administrative Assistant – Executive Support

Job Title: Administrative Assistant

Department: Administration

Reports To: Executive Team / Office Manager

Job Summary

The Administrative Assistant provides high-level administrative and organizational support to the executive team while assisting with a variety of operational and project-based tasks. This role helps ensure efficient day-to-day office operations and supports executives in managing schedules, communications, and special projects. The ideal candidate is proactive, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

·      Provide administrative support to the executive team on daily operations and strategic initiatives.

·      Assist executives with coordination and tracking of various internal projects.

·      Manage calendars, schedule meetings, and coordinate appointments for leadership.

·      Prepare documents, reports, presentations, and meeting materials.

·      Assist with project organization, timelines, and follow-ups to ensure deadlines are met.

·      Coordinate meetings, take notes, and distribute action items when needed.

·      Organize and maintain digital and physical files and records.

·      Handle correspondence, emails, and phone calls on behalf of executives.

·      Assist with travel arrangements, expense reports, and logistics.

·      Support cross-departmental communication and collaboration.

·      Perform other administrative duties as assigned to support the executive team.

Required Qualifications

·      High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.

·      2 years of experience in an administrative or executive support role.

·      Strong organizational, multitasking, and time-management skills.

·      Excellent written and verbal communication abilities.

·      Proficiency in Microsoft Office or Google Workspace.

·      Ability to maintain confidentiality and handle sensitive information.

Preferred Skills

·      Experience supporting senior leadership or executive teams.

·      Project coordination or project management support experience.

·      Strong attention to detail and ability to anticipate executive needs.

·      Professional, proactive, and problem-solving mindset.