Executive Assistant

Give hope. Give health. Make your mark in the fight against cancer.

At Accuray, we make a direct and powerful impact on the lives of cancer patients every day - helping them live longer, better lives. But our commitment to innovation offers a truly unique opportunity: the chance to change the fight against cancer - helping to develop, introduce and support new treatment delivery systems and software that will give new hope and new health to cancer patients and cancer survivors around the world.

Accuray develops, manufactures and sells radiotherapy systems for alternative cancer treatments. Our radiation therapy for cancer makestreatment shorter, safer, personalized and more effective, ultimately enabling patients to live longer, better lives.

Job Description

This role is hybrid out of the Madison, WI Office, with 3 days onsite.

SUMMARY:

The Executive Assistant will perform high-level administrative and operational tasks to support executive leaders in a fast-paced global organization. This role manages complex, fast-moving calendars and travel, anticipates scheduling conflicts, prepares executive-level meeting materials, and ensures all logistics, follow-up actions, and communications are executed with prevision to drive timely outcomes.

REPORTING TO/DEPARTMENT:

This role reports to the Executive Assistant to the CEO, and supports assigned executive leaders and business functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide seamless high-level executive and administrative support to assigned Chief Officers in a fast-paced global organization.

• Manage complex and dynamic calendars, exercising sound judgment to prioritize business demands, resolve conflicts, and anticipate shifting business priorities.

• Coordinate and organize travel arrangements (domestic and international), including agenda development, preparation of briefing materials, logistics, coordination of attendees, detailed itineraries, transportation, accommodations, visas, passports, and travel documentation.

• Serve as a trusted liaison between the executive leadership, customers, partners, and internal stakeholders.

• Coordinate and support leadership meetings, business reviews, customer meetings, conference calls, and strategic planning sessions.

• Generate reports, presentations, and meeting materials to support initiatives.

• Support special projects, initiatives, and time-sensitive priorities such as executive communications, briefing materials, and other requests.

• Track, monitor, and manage action items, deliverables, deadlines, and follow-up activities to ensure timely completion.

• Prepare, review, reconcile, and submit accurate expense reports in accordance with company policies.

• Coordinate meeting-room readiness, including room setup, technology checks, catering, supplies, and post-meeting reset for executive, customer, and employee meetings.

• Handle highly confidential and sensitive information with professionalism, discretion, and sound judgment.

• Additional duties include assuming interim Office Manager duties, serving as the primary point of contact for office support and events at corporate headquarters.

Leadership and Customer Engagement Support

• Coordinate customer visits, executive briefings, sales meetings, and leadership events.

• Assist with planning and logistics for customer-facing activities, industry conferences, trade shows, and sales meetings.

• Support cross-functional collaboration with Sales, Marketing, Finance, Operations, Clinical, Service, and Executive Leadership teams.

• Maintain awareness of key commercial priorities and proactively identify opportunities to improve efficiency, communication, and operational effectiveness.

International Visitor and Executive Meeting Coordination

• Coordinate all logistics for international visitors, customers, partners, and global colleagues.

• Prepare invitation letters and supporting documentation as required for international travel and entry requirements.

• Create comprehensive travel itineraries, meeting agendas, and visit schedules.

• Manage travel arrangements, including flights, hotels, ground transportation, and on-site logistics.

• Coordinate meetings with key stakeholders and ensure calendars, agendas, and materials are organized and distributed appropriately.

• Facilitate visitor onboarding, site tours, customer demonstrations, and executive engagement programs.

• Coordinate required documentation, compliance requirements, and approvals for site visits and special events.

Project Support and Special Initiatives

• Independently lead and support special projects on behalf of the executive.

• Plan and coordinate leadership offsites, strategic planning sessions, executive workshops, and team meetings.

• Organize company-wide events, recognition programs, and employee engagement activities.

• Coordinate global commercial meetings, including venue research, vendor management, budget tracking, accommodations, catering, transportation, and event logistics.

• Drive continuous improvement initiatives that enhance administrative processes, communication effectiveness, and team productivity.

• Develop and maintain project plans, timelines, and status updates to support successful execution of strategic initiatives.

Office Coordinator Responsibilities

• This role will assume interim Office Manager duties to support a professional, organized, safe, and well-functioning workplace. Responsibilities to include:

  • Day-to-day office operations: Supplies, mail, and vendor management

  • Administrative support: May assist with scheduling, onboarding, and internal communications

  • Coordinate incoming and outgoing mail, courier services, package distribution, shipping, and related records or notifications.

  • Support visitor reception and on-sitelogistics, including guest access, workspace preparation, meeting room coordination, site information, and host notifications.

  • Facilities coordination: Ensures the corporate office environment is functional and welcoming. Maintaincommon areas, conference rooms, kitchens, supply areas, and lobby space so it remainsorganized, professional, and ready for employees and visitors.

  • Serve as a primary point of contact for routine office needs and coordinate with building management, facilities, cleaning services, maintenance providers, and other vendors asappropriate.

  • Perform other office coordination and administrative duties as assigned.

KEY COMPETENCIES

• Excellent organizational, planning, and project management skills.

• Strong executive presence and professional communication abilities.

• Ability to prioritize multiple competing demands with accuracy and urgency.

• Proactive problem-solving and decision-making capabilities.

• High level of confidentiality, discretion, and sound judgment.

• Advanced proficiency in Microsoft Office 365, including Outlook, Teams, PowerPoint, Excel, and Word.

• Experience supporting senior executives within a global sales, commercial, or healthcare/medical technology environment preferred.

REQUIRED QUALIFICATIONS:

• Business Administration Degree preferred, with 5 years minimum experience, or 10 years work equivalent experience.

• Excellent organizational and communication skills.

• Knowledge and experience with a variety of computer software applications (Microsoft Word, Excel, Outlook, Diligent and PowerPoint).

• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

• Ability to work in a fast-paced environment and some weekends and manage multiple tasks and demands.

• Occasional travel required.

To qualify for this position, candidates must be able to furnish proof that they are authorized to work in the country they are applying on a permanent basis without sponsorship.

EEO Statement

At Accuray, our commitment to patient-first outcomes drives an inclusive and collaborative work environment where the best ideas rise to the top - and everyone works to push them further. We value diversity in both the professional and personal backgrounds of our employees, as this variety adds rich energy to every team, every project and every work day. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin - including individuals with disabilities and veterans.