What are the responsibilities and job description for the Administrative Assistant position at ZO Skin Health, Inc.?
Administrative Support
- Manage complex calendars for the CMO and CSO, including internal meetings, external engagements, global time zones, and travel coordination
- Serve as a point of contact for administrative communications, prioritizing emails, meeting requests, and inquiries
- Prepare leaders for meetings by compiling agendas, briefing materials, presentations, and follow-up action items
- Coordinate travel arrangements, itineraries, and expense reporting
- Schedule and support leadership meetings, sales leadership calls, marketing strategy sessions, and cross-functional meetings
- Prepare meeting agendas, capture meeting notes, and track action items to completion
- Assist with drafting emails, internal communications, and presentation materials as needed
- Act as a liaison between Marketing, Sales, Executive Leadership, and cross-functional teams (Finance, HR, Operations, Global Partners)
- Maintain organized files, presentations, contracts, and confidential documents
- Assist with purchase orders, vendor coordination, invoice tracking, and departmental expenses
- Support planning and execution of meetings, trade shows, leadership offsites, and key events
- Track deadlines, milestones, and deliverables for Marketing and Sales leadership initiatives
- Handle sensitive and confidential information with discretion and professionalism
- Represent Marketing and Sales leadership with a high level of professionalism internally and externally
- Process Improvement
- Identify opportunities to improve administrative workflows and communication processes
- Anticipate needs and proactively address administrative issues
- 1–3 years of experience in an administrative assistant role, preferably supporting senior leadership
- Experience supporting multiple leaders with competing priorities
- Strong organizational, time-management, and prioritization skills
- Excellent written and verbal communication skills
- High level of professionalism and discretion
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and collaboration tools (Teams, Zoom, SharePoint)