Ifm US Executive Assistant at Ifm US supports the Lab Director by managing complex calendars, communications, and international coordination. The role includes strategic gatekeeping and advanced travel logistics across global research hubs.
Responsibilities
High-Level Executive Support & Strategic Operations:
Serve as the primary operational anchor and trusted gatekeeper for the Lab Director, carefully managing high-volume, cross-channel communications with internal teams, external partners, and key stakeholders.
Anticipate needs far in advance, solving operational roadblocks before they reach the Director to ensure their time and energy remain locked onto high-priority scientific and leadership goals.
Complex Calendar & Time Management (Including International Time Zones):
Exercise rigorous, strategic judgment in managing a fast-moving, high-demand calendar. Protect the Director's time fiercely, resolve scheduling conflicts proactively across multiple time zones (including coordination with the UAE team), and ensure they are thoroughly briefed for every meeting, pitch, or commitment.
International & UAE Team Liaison:
Act as a key point of contact and primary operational bridge between the Lab Director and UAE-based team members and stakeholders. Facilitate smooth communication, align cross-border workflows, and navigate international cultural nuances with high professionalism.
Advanced Travel & Logistics Management:
Coordinate complex, multi-destination domestic and international travel itineraries (including seamless travel planning to and from the UAE), comprehensive agendas, and logistics, ensuring contingencies are in place for any last-minute changes.
Meeting & Stakeholder Coordination:
Plan, coordinate, and execute high-stakes leadership meetings, lab-wide gatherings, and strategic syncs (spanning international schedules). Draft clear agendas, compile comprehensive briefing packets, and capture accurate action items and follow-ups.
Gatekeeping & Professional Communications Hub:
Qualification
Prior background
Preferred
Prior background, familiarity, or experience working within a scientific research, academic laboratory, technology, or advanced modeling environment.
Experience navigating cross-cultural dynamics and building professional relationships within Middle Eastern / UAE business or institutional settings.
Demonstrated ability to track action items and independently drive leadership-driven administrative and operational workflows to completion.
