Executive Associate

Executive Associate

The Executive Associate provides high-level administrative, operational, and coordination support to the Chief Science & Innovation Officer (CSIO) and the global Science & Innovation (S&I) leadership team. The role enables the CSIO to operate effectively across a complex, global, matrixed organization by understanding evolving priorities, carefully managing time, coordinating critical meetings and travel, and ensuring follow-through on commitments. The role requires strong judgement, discretion, organizational discipline, and the ability to anticipate needs, connect across stakeholders, and create order in a fast-moving executive environment. The successful candidate will be a trusted partner to the CSIO and a go-to resource for the S&I team, combining excellent communication skills, proactive problem solving, and strong execution capability.

Key Responsibilities:

• Manage the CSIO calendar, using sound judgement to prioritize time, resolve conflicts, protect focus time, and ensure alignment with strategic priorities.
• Coordinate complex domestic and international travel, accommodation, itineraries, visa or documentation needs, and related logistics, including timely expense reporting.
• Plan, organize, and support key S&I meetings, leadership team forums, operating reviews, offsites, town halls, business meetings, and team events.
• Prepare agendas, pre-read materials, meeting notes, action logs, and follow-up communications, ensuring clear ownership and timely closure of actions.
• Act as a professional liaison between the CSIO, S&I leadership team, Executive Leadership stakeholders, internal functions, external partners, and visitors.
• Support preparation and formatting of executive-level materials, including presentations, reports, briefing packs, correspondence, and team communications.
• Handle confidential and sensitive information with discretion, professionalism, and appropriate records management discipline.
• Maintain effective administrative systems, files, records, distribution lists, contact lists, and document repositories to support efficient team operations.
• Create purchase orders, process invoices, track payments, coordinate vendor onboarding, and support budget-related administrative activity in partnership with Finance and Procurement.
• Coordinate office, meeting-room, catering, supply, equipment, and logistics for S&I meetings, as needed.
• Identify opportunities to improve administrative processes, communication flow, meeting effectiveness, and team operating rhythm; take initiative to implement practical improvements.
• Provide broader administrative support to members of the S&I leadership team or special projects as agreed with the CSIO.

Authority (if applicable): Acts with delegated authority to manage scheduling, logistics, administrative coordination, purchase order initiation, invoice follow-up, and routine stakeholder communications on behalf of the CSIO, within applicable Convatec policies and approval limits.

Team: No direct reports

Principal Contacts & Purpose of Contact: Principal contacts: CSIO; S&I leadership team; Executive Leadership stakeholders, IT, Facilities, Communications, Finance, Procurement, Legal, Compliance, external vendors, and visitors.

Purpose of contact: calendar and workflow coordination, meeting planning, travel and logistics, executive communications, PO/invoice support, records management, and follow-up on actions.

Travel Requirements: 34 times per year, as business needs require.

Languages: Speaking: Yes English

Writing/Reading: Yes English

Working Conditions: Hybrid, with regular presence expected in the Lexington office and flexibility to support global time zones as required.

Special Factors: None

Qualifications/Education: Bachelor's degree in business administration or related field preferred; equivalent experience will be considered.

• Five or more years of experience in senior-level administrative, executive assistant, business operations, or related roles preferred.

Skills & Experience: Significant experience supporting senior or executive-level leaders in a global, matrixed organization; experience in healthcare, medical technology, life sciences, or regulated environments preferred.

• Exceptional organization, prioritization, and time-management skills, with the ability to manage multiple urgent and important activities simultaneously.
• Strong judgement, discretion, and confidentiality when handling sensitive business, people, financial, or strategic information.
• Excellent written and verbal communication skills, with the ability to interact confidently and professionally with senior stakeholders and external contacts.
• High proficiency with Microsoft Office and Microsoft 365 tools, including Outlook, Word, PowerPoint, Excel, Teams, SharePoint, and OneDrive.
• Experience with travel, expense, procurement, purchase order, and invoice systems; Concur and SAP experience preferred.
• Strong attention to detail and follow-through, with a bias for action and continuous improvement.
• Ability to work independently, anticipate needs, solve problems proactively, and remain composed in a fast-paced environment.