Executive Assistant

Summary

Join Halcyon, a leading cybersecurity company, as their highly motivated and organized Executive Assistant to the Chief Operations Officer. This hybrid role, requiring a minimum of three days per week in the San Diego office, provides critical administrative and operational support across various business functions. You will manage executive calendars, coordinate travel, handle expense reports, and support various departments. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced startup environment. This position offers a competitive salary and a comprehensive benefits package.

Requirements

• Bachelor’s degree or equivalent experience in a related field
• Proven experience as an Executive Assistant or in a similar role, preferably within a fast-paced or startup environment
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills, with the ability to interact effectively with all levels of the organization
• High level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools
• Strong problem-solving skills, with a proactive approach to identifying and resolving issues
• Ability to work independently and as part of a team, with a high degree of ownership and accountability
• Discretion and integrity in handling confidential information
• Flexibility and adaptability to changing priorities and business needs

Responsibilities

• Provide high-level administrative support to the COO, Board of Director Member(s) and senior leadership team, including managing calendars, scheduling meetings, and coordinating travel arrangements
• Oversee the COO’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 COO and senior leadership, ensuring accuracy and timely submission
• Sort and respond to emails on behalf of the COO 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