Executive Assistant

Summary

Join Halcyon, a leading cybersecurity company, as their Executive Assistant, providing high-level administrative and operational support to the Chief Operations Officer and senior leadership. This hybrid role requires a minimum of three days per week in the San Diego office and involves managing calendars, coordinating travel, handling expense reports, and supporting various departments. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced environment. Halcyon offers a comprehensive benefits package including full healthcare coverage, a 401k plan, disability and life insurance, flexible PTO, parental leave, and a generous equity offering. The position requires a Bachelor's degree or equivalent experience and proven experience as an Executive Assistant. Strong organizational, communication, and problem-solving skills are essential.

Requirements

• Obtain a Bachelor’s degree or equivalent experience in a related field
• Have proven experience as an Executive Assistant or in a similar role, preferably within a fast-paced or startup environment
• Possess exceptional organizational skills with the ability to manage multiple priorities and deadlines
• Demonstrate strong written and verbal communication skills, with the ability to interact effectively with all levels of the organization
• Exhibit a high level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools
• Possess strong problem-solving skills, with a proactive approach to identifying and resolving issues
• Be able to work independently and as part of a team, with a high degree of ownership and accountability
• Maintain discretion and integrity in handling confidential information
• Show flexibility and adaptability to changing priorities and business needs

Responsibilities

• Provide high-level administrative support to the CRO, Board of Director Member(s) and senior leadership team, including managing calendars, scheduling meetings, and coordinating travel arrangements
• Oversee the CRO’s schedule, including arranging meetings, appointments, and ensuring all commitments are efficiently managed
• Arrange domestic and international travel for executives, including flight bookings, accommodations, and ground transportation
• Compile and process expense reports for the CRO and senior leadership, ensuring accuracy and timely submission
• Sort and respond to emails on behalf of the CRO when necessary, ensuring important communications are handled promptly
• Organize and prepare materials for executive meetings, including drafting agendas, taking minutes, and following up on action items
• Assist with event planning for sales teams, including coordinating logistics for major industry events like BlackHat and RSA, and organizing team events
• Provide support for the onboarding process of new hires, particularly for the sales team, ensuring a smooth and welcoming transition
• Assist in the planning and execution of special projects, working cross-functionally with teams to ensure timely completion and alignment with company objectives
• Prepare and edit documents, presentations, and reports for executive review, ensuring accuracy and a high standard of quality
• Assist in the coordination of company events, board meetings, and other high-profile activities, ensuring all logistical details are handled efficiently

Benefits

• Comprehensive healthcare (medical, dental, and vision) with premiums paid in full for employees and dependents
• 401k plan with a generous employer contribution
• Short and long-term disability coverage, basic life and AD&D insurance plans
• Medical and dependent care FSA options
• Flexible PTO policy
• Parental leave
• Generous equity offering