Executive Assistant

Summary

Join Calm as an Executive Assistant and provide comprehensive support to 2-3 C-suite executives. You will manage complex calendars, coordinate meetings, handle communications, and prepare various documents. This role requires exceptional organizational skills, strong communication abilities, and the ability to handle confidential information. The ideal candidate thrives in a fast-paced environment and possesses a proactive, problem-solving approach. This remote position is based in the San Francisco Bay Area, Los Angeles, New York City, or Minneapolis. Calm offers a competitive salary, equity, comprehensive benefits, and flexible time off.

Requirements

• Experience prioritizing multiple projects
• Extraordinary time management skills and makes attention to detail a priority
• High EQ and strong communicator, both written and verbal
• Maintains appropriate discretion regarding confidential business matters
• Ability to make appropriate decisions autonomously
• Proactive and will follow up when things aren’t resolved
• Enthusiasm and passion for quality
• Strategic planning to maximize the executives’ time and efficiency
• No ego: must be humble and not territorial
• Possesses a “whatever it takes” mentality. No task is too big or too small
• Team player, has to be able to work with varying personalities and be patient
• Quick learner with a knack for technology, who can figure out new systems and adapt on the go
• Maintain confidentiality and discretion : will handle sensitive information with the utmost care and integrity, ensuring that all confidential matters, including documents, communications, and conversations, are protected and not shared outside of those approved to know
• Minimum 8 years of experience providing complex calendar management, travel, and expense reports for 2 or more C-level executives
• This role typically requires a minimum of 10 years of related experience

Responsibilities

• Coordinate internal and external meetings for multiple executives
• Resolve overlapping commitments and protect time for shifting priorities
• Serve as the primary point of contact for all internal and external communications with the executives
• Manage hectic, complex, and frequently changing calendars
• Prepare expense reports and assist with other documentation as needed
• Provide support with recruiting logistics (i.e. sourcing support, scheduling, etc)
• In collaboration with other executive assistants, manage company-wide events and initiatives end to end, from planning to retro
• Set up travel and accommodations for the executives and/or visitors of Calm
• Work with the executives’ direct reports on preparing reports, documents, presentations, or any type of document needed to support the business
• Own and manage any projects assigned by the executives
• Handle minimal ad-hoc, non-work related tasks for the execs

Preferred Qualifications

• Experience working in a high-growth tech/media company
• Interest in health and wellness, as well as experience in the tech space
• Proficiency in Google Suite & Slack
• Proficiency with Sheets or Excel

Benefits

• Equity
• Comprehensive benefits
• 401k
• Flexible time off