Job Description

General Description:

Provide high-level strategic and administrative support to the HR department, ensuring operational excellence, seamless coordination with Procurement, and the delivery of data-driven insights to support decision-making. This role serves as a key liaison between leadership, vendors, and internal stakeholders, requiring strong business acumen, analytical capability, and executive presence.

Responsabilities:

Executive Support:

• Manage complex executive calendars, prioritizing critical meetings and ensuring readiness.
• Coordinate strategic meetings, prepare materials, and track follow-ups and action items.
• Handle internal and external communications in both English and Spanish at an executive level.
• Develop high-quality executive presentations, reports, and dashboards.

Own executive mobility and business continuity during travel:

• Plan, coordinate, and manage end-to-end executive travel arrangements (domestic and international).
• Optimize travel itineraries to align with business priorities, efficiency, and cost considerations.
• Coordinate logistics including flights, accommodations, ground transportation, and meeting schedules.
• Prepare detailed travel agendas, briefing materials, and contingency plans.
• Manage travel-related expenses, reimbursements, and compliance with company policies.
• Serve as the point of contact for real-time travel adjustments and issue resolution.

Procurement Coordination:

• Track and follow up on purchase requisitions, purchase orders, and procurement workflows.
• Liaise with vendors and Procurement to ensure timely delivery and compliance.
• Support vendor evaluation processes and maintain proper documentation.
• Monitor departmental expenses and budget alignment.

Analytics & Reporting:

• Analyze procurement, spend, and operational data to generate actionable insights.
• Develop and maintain key performance indicators (KPIs).
• Prepare recurring and ad-hoc executive reports with clear business impact.
• Identify opportunities for process optimization and cost efficiency.

Cross-Functional Coordination & Continuous Improvement

• Act as a key point of contact between the Director and internal stakeholders.
• Drive improvements in administrative and procurement-related processes.
• Handle sensitive and confidential information with discretion.
• Support strategic initiatives and special projects as assigned.

Education:

• Bachelor Degree: Industrial, Administration, etc.

Experience:

• 3+ years of experience as an Executive Assistant or similar role.
• Exposure to Procurement, Supply Chain, or Finance-related functions.
• Experience in data analysis and executive reporting.
• English (Advanced)

Skills:

• Strong organizational and prioritization skills.
• Analytical thinking and problem-solving mindset.
• Executive-level communication skills.
• Proactive, anticipatory approach to support.
• Ability to manage multiple stakeholders and priorities.
• High level of confidentiality and integrity.
• Advanced Excel (data analysis, pivot tables).
• PowerPoint (executive-level presentations).
• Preferred: Power BI, SAP, or other ERP systems.

Medline Industries, LP is an equal opportunity employer. Medline evaluates qualified applicants without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, disability/handicap status or any other legally protected characteristic.