You’re in the right place if: 

You value teamwork and want to grow with an innovative, global family-owned company. Experience the icotec spirit: flat hierarchies, short communication paths, and genuine appreciation shape our corporate culture. Plus, enjoy excellent employee benefits, including 100% company-paid health, dental, and vision insurance for individual icotec employees. 

As Executive Administrative Coordinator, you will play a pivotal role in ensuring operational alignment and organizational efficiency by managing calendars, supporting contracting processes, coordinating global events, and facilitating key communications. This role requires a high level of organization, attention to detail, and the ability to work collaboratively across functions and regions. 

Key Responsibilities: 

• Provide administrative support to executive company leadership. 

• Support all U.S. contracting efforts, including hospital and sales agent contracts. 

• Maintain and update the sales agent contracting records including the contract repository and tracking tools. 

• Coordinate electronic signature processes and ensure timely execution of agreements. 

• Organize recurring US and global team meetings 

• Manage and coordinate all aspects related to our office site in Boston, MA and support the move to our new US home site in Boston in 2027 

• Manage and coordinate complex calendars across departments and international teams. 

• Prepare meeting materials, coordinate agendas, and follow up on action items. 

• Ensure alignment across key stakeholders and timely communication of meeting logistics. 

• Support the drafting and distribution of internal and external communications. 

• Act as a liaison between departments and stakeholders to ensure consistent messaging. 

• Lead the coordination through collaboration with cross functional teams of the global calendar of internal and external events. 

• Collaborate with key stakeholders to plan and execute events across regions. 

• Perform other tasks and projects as assigned. 

• Provide flexible support across the organization as business needs evolve. 

Required qualifications: 

• Bachelor’s degree in Business Administration, Communications, or a related field;  

• Minimum of 3–5 years of experience in executive coordination, administrative support, or project coordination, ideally within a global or cross-functional organization. 

• Demonstrated ability to manage complex calendars and coordinate high-level meetings across multiple time zones. 

• Experience supporting contract processes, including document management and electronic signature tools. 

• Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously. 

• Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with internal and external partners. 

• High level of discretion, professionalism, and attention to detail. 

• Proactive problem-solver with a collaborative approach and a positive, can-do attitude. 

• Comfortable working in a fast-paced, dynamic environment with shifting priorities. 

• Willingness to travel occasionally, as needed, to support event coordination or executive needs.