Executive Administrative Assistant
Globally recognized for exceptional product performance and versatility, Fotona develops award-winning aesthetic, medical, and dental lasers. With over 50 years of laser expertise and industry leadership, Fotona has sold over 30,000 lasers worldwide with distribution in over 60 countries. Fotona’s reputation for excellence is earned from its dedication to R&D, unparalleled quality, reliability, ease of use, and durability.
Fotona is seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant. The ideal candidate will be experienced in senior executive support, managing complex calendars, coordinating international travel, and handling sensitive, high-priority tasks with professionalism, discretion, and efficiency. This role requires strong communication skills, exceptional time management skills and attention to detail, adaptability, and the ability to anticipate and respond to changing needs and travel disruptions.
This position is based in our Irving, Texas office, with flexibility for some hybrid or remote work as business needs allow.
Key Responsibilities:
- Manage and prioritize the executive calendar, including scheduling meetings, calls, appointments, and events across global time zones.
- Coordinate and oversee all aspects of complex international and domestic travel, including flights, hotels, ground transportation, and visas.
- Proactively monitor and respond to flight delays or travel disruptions, making real-time schedule adjustments as needed.
- Prepare and submit accurate, timely expense reports and reconcile travel-related costs in accordance with company policies.
- Serve as a liaison between the executive and internal/external stakeholders, ensuring clear and professional communication.
- Maintain an organized system for tracking deadlines, deliverables, and follow-ups to ensure the executive stays on top of priorities.
- Review and edit PowerPoint presentations for clarity, consistency, and visual polish.
- Maintain meeting materials, agendas, and/or briefing documents to ensure the executive is fully equipped for all engagements.
- Handle confidential information with integrity and discretion.
- Provide support with special projects and other administrative tasks as assigned.
Skills and Abilities:
- Demonstrated experience managing international travel logistics and handling real-time schedule changes.
- Excellent written and verbal communication skills, with the ability to draft, proofread, and edit professional materials.
- Strong proficiency in Microsoft Office Suite, especially Outlook.
- Proficiency in Excel and PowerPoint.
- Experience with expense reporting tools such as Expensify or similar platforms.
- Highly organized, with the ability to manage multiple priorities and meet deadlines under pressure.
- Detail-oriented and resourceful, with a proactive and solution-oriented mindset.
- Ability to work independently and exercise sound judgment.
- Professional demeanor and strong interpersonal skills.
Requirements:
- 5+ years of experience in executive or high-level administrative support.
- Ability to work onsite in Irving, Texas office with flexibility for hybrid or remote work as needed.
- Ability to work at a computer and sit for extended periods.
- Minimum high school diploma or equivalent required.
Compensation:
- Competitive pay based on experience.
- Excellent benefits package including Medical, Dental, Vision, and Life Insurance.
- 401(k) with matching.
- Opportunity to develop and grow a career within a fast-growing and industry-leading company.
*Fotona is an equal-opportunity employer.