Executive Assistant - Pleasanton, CA

Calyxo, Inc. is a medical device company headquartered in Pleasanton, California, USA. The company was founded in 2016 to address the profound need for improved kidney stone treatment. Kidney stone disease is a common, painful condition that consumes vast amounts of healthcare resources each year. Our team is led by executives and investors with a proven track record of commercializing paradigm-shifting devices to meet unmet needs within urology.

Are you ready to change the future of kidney stone treatment? We are seeking high achievers who want to be part of a dynamic team working in a fun, diverse atmosphere.

Position Overview:

We are seeking a highly organized, proactive, and dynamic Executive Assistant to support our CEO. The ideal candidate will be a detail-oriented professional with excellent communication skills and the ability to manage multiple tasks efficiently. As the Executive Assistant, you will play a crucial role in ensuring the CEO's day-to-day operations run smoothly, allowing them to focus on driving Calyxo and CVAC's strategic initiatives and success. This is an in-office position in Pleasanton, CA.

In This Role, You Will:

• Update and manage Outlook calendar; protect CEO's time and schedule.

• Act as a strategic partner to the CEO, handling calendar requests, meeting reminders, scheduling weekly meetings with direct reports, and coordinating travel logistics (flights, hotel, ground transportation).

• Coordinate meetings with Executive Team members, employees, Board members, physicians, investors, and others as required.

• Coordinate meeting logistics including meeting space, catering (if needed), audio visual, and greet guests and participants as appropriate.

• Manage calendar for Calyxo's Board of Directors meetings, maintain meeting schedule, assist Board members with hotel accommodations, and coordinate events with Executive Team members while BOD members are local.

• Communicate yearly BOD meeting schedule and any changes to the schedule, as needed.

• Maintain an efficient flow of information among key internal and external stakeholders. Monitor email for urgent issues or responses.

• Partner with support functions to resolve any logistical issues regarding All Employee Meetings, facility issues, and IT assistance for the President & CEO.

• Attend Executive Team meetings, coordinate weekly agenda, and route to all participants weekly. Follow up on action items as necessary.

• Coordination of Executive Team external meeting logistics including securing hotel block room reservations, conference space, catering, audio-visual and other details as needed.

• Partner with EA to Sales & Marketing to ensure communication is relayed and transparent. Provide backup coverage to each other while on PTO.

• Process expense reports for President & CEO. Compile receipts, and track reimbursement status.

• Represent Calyxo and the leadership team in a professional manner interacting with customers and clients on a regular basis.

Who You Will Report To:

• President and Chief Executive Officer

Requirements:

• Bachelor's Degree preferred or equivalent experience.

• 8+ years of administrative support experience in a fast-paced, start-up environment, with at least 3 years of experience supporting the CEO or C suite executives.

• Should possess project management skills, including tracking and reporting skills.

• Able to work effectively with Microsoft Office, web conferencing, and other systems as needed.

• Proven track record of responsiveness and anticipating the needs of the CEO and other team members. Effectively resolve administrative and operational issues.

• Proven expertise in thriving in a fast paced, results-oriented, hands-on environment.

• Must be self-directed, motivated, highly accountable, flexible, well-organized and detail- oriented.

• Must be a hands on, self-starter, who is comfortable working independently.

• Ability to manage multiple projects and deadlines and to adapt to changing work priorities.

• Ability to manage highly confidential material appropriately with attention to detail.

• Strong team building and collaboration skills across the organization.

• Professional demeanor and ability to communicate and interface effectively with other functions and all levels of the organization.

• Outstanding verbal and written communication skills.

• Exceptional ability to effectively prioritize competing demands.

What We Offer:

At Calyxo, you will be part of a knowledgeable, high-achieving, experienced and fun team. You will work in a diverse work environment with experienced, proven leaders and have an opportunity to shape our company culture. You will experience constant learning and dynamic challenges to help you grow and be the best version of yourself.

We also offer a compensation plan as follows:

• Competitive salary with a base salary range of $145,000 - $155,000

• Stock options - ownership and a stake in growing a mission-driven company

• Employee benefits package that includes 401(k), healthcare insurance and paid vacation

Calyxo is deeply committed to fostering an environment where diversity and inclusion are not only valued but also prioritized. We believe a diverse and inclusive community empowers us to act courageously, care deeply, and dream boldly to impact people in big ways. Diverse viewpoints bring diverse capabilities, which strengthen our focus and fuel our growth.

Calyxo is proud to be an equal opportunity employer, seeking to create a welcoming and diverse environment. All applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status or any other applicable legally protected characteristics

Legal authorization to work in the United States is required. In compliance with federal law, all persons hired will be required to verify their identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.