Executive Assistant

Company & Job Overview:

Diality Inc, a privately held medical device company located in Irvine, CA is committed to improving the quality of life for patients with kidney disease. We are developing a smart, flexible, portable hemodialysis machine that will enable patients to self-treat at home or wherever they travel. The extremely versatile hemodialysis solution will allow more patients to benefit from their true dialysis prescription at home or in a variety of care settings, including nursing homes, hospitals, and dialysis centers, without the need for pre-mixed dialysate bags or external water-treatment systems.

The Executive Assistant to the Executive Leadership Team, with primary support to the CEO, is responsible for providing high-level administrative and operational support to the CEO, Board of Directors, and Executive Team. This dynamic, full-time, in-office role at Diality’s headquarters in Irvine, California, requires exceptional organizational skills, strategic thinking, and the ability to work proactively and independently in a fast-paced environment. The ideal candidate will exhibit a high level of professionalism, discretion, and initiative.

Responsibilities:

• Provide comprehensive calendar management for the CEO and ELT, prioritizing meetings, optimizing scheduling efficiency, and acting as a gatekeeper.
• Serve as a liaison and trusted point of contact for the Board of Directors, investors, and strategic partners, handling sensitive and confidential information with discretion.
• Organize and manage all logistics for Board meetings and executive events, including scheduling, drafting agendas, preparing presentation materials, and recording minutes.
• Execute a variety of administrative duties that enhance the CEO’s ability to lead effectively, including overseeing special projects, drafting reports, presentations, and correspondence, managing contact databases, and compiling briefing materials.
• Conduct outreach and manage correspondence with key stakeholders, including potential investors and business partners, on behalf of the CEO.
• Perform research on conferences, investors, and industry events while maintaining records and tracking outreach efforts.
• Oversee the NDA process for the organization, ensuring proper documentation, tracking, and compliance.
• Manage expense reports and travel arrangements for the leadership team, ensuring seamless coordination and cost efficiency.
• Plan and execute twice-quarterly employee engagement events and the company’s annual holiday party.
• Maintain and manage the company master calendar, ensuring alignment across departments.
• Organize and support executive team meetings, company-wide meetings, and leadership retreats, ensuring seamless execution.
• Foster strong communication between the CEO and staff, acting as a bridge between leadership and internal teams.
• Oversee office operations, including vendor management, supply procurement, and process improvements to enhance workflow efficiency.
• Ensure a professional and welcoming office environment by maintaining supplies, overseeing hospitality for guests, and managing office inquiries.
• Uphold the highest level of integrity and discretion in handling confidential business matters.
• Undertake special projects and initiatives assigned to support the organization’s overall success.
• Work collaboratively with cross-functional teams and diverse communities.

Qualifications & Requirements:

• Bachelor’s degree in business administration, communications, or a related field.
• Minimum of 5 years of experience providing executive-level support to C-suite leadership.
• Highly adaptable, proactive, and resourceful with a strong ability to anticipate needs and solve problems effectively.
• Strong leadership presence, able to represent the organization with professionalism and confidence.
• Advanced proficiency with Microsoft Office Suite (PowerPoint, Outlook, Word, Excel) and familiarity with Concur or other expense management tools.
• Exceptional written and verbal communication skills, with the ability to craft clear, concise, and professional correspondence.
• Strong emotional intelligence with the ability to build relationships and engage with a variety of stakeholders.
• Proven experience in event planning, travel coordination, and meeting management.
• Ability to work autonomously, prioritize tasks efficiently, and maintain focus in a fast-paced environment.
• High degree of professionalism and sound judgment in handling sensitive information.
• Experience working in a startup environment is highly desirable.
• Ability to multitask and pivot quickly in response to changing priorities.