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Calyxo, Inc. · 1 day ago

Executive Assistant, Corporate Administration - Pleasanton, CA

Pleasanton, CA

Full-time

Onsite

Mid, Senior Level

$110K/yr - $150K/yr

5+ years exp

Calyxo, Inc. is a medical device company headquartered in Pleasanton, California, USA, focused on improving kidney stone treatment. They are seeking an Executive Assistant for Corporate Administration to support various executives by managing schedules, coordinating meetings, and facilitating communication, while also playing a critical role in investor relations and project support.

Health CareMedicalMedical DeviceWellness

Responsibilities

Calendar Management: Coordinate and manage complex schedules for Finance, Investor Relations, Legal, and People executives including meeting coordination, offsites, and travel logistics

Meeting Coordination: Schedule and organize functional and cross-functional meetings, offsites, conferences, and presentations and prepare agendas, coordinate logistics, capture meeting notes, and finalize minutes

Investor Relations Support: Manage logistics for all investor meetings, roadshows, conferences, webcasts and quarterly earnings calls with flawless execution. Filter questions and requests for information from institutional investors and other members of the financial community. Maintain investor distribution lists and ensure accurate communication flow

Document Preparation & Management: Assist with the preparation, formatting, proofreading, and storage of documents, including PowerPoint presentations, reports, and correspondence. Facilitate signatures and manage documents through legal processes (excluding NDAs and legal agreements, which will be handled by Legal)

Travel & Expense Management: Arrange complex travel itineraries and process expense reports accurately and promptly

Event Planning: Support the planning and execution of events such as team-building activities, onsites, and offsites

Contract Support: Forward relevant contact information to Legal for contracts, NDAs, consulting agreements, etc

Project Support & Process Improvement: Provide occasional support for projects, including coordination and tracking of cross-functional team projects. Identify and implement improvements in administrative processes and tools

Other duties as assigned

Qualification

Microsoft Office SuiteLogistics CoordinationCalendar ManagementDocument PreparationCommunication Skills

Required

5+ years' experience providing administrative support to senior executives

Demonstrated ability to manage sensitive, confidential, and time-critical workstreams with discretion and professionalism

Bachelor's degree in Business Administration, Communications, or related field preferred. Equivalent experience may be considered

Strong organizational and problem-solving abilities with the capacity to manage multiple priorities effectively

Excellent written and verbal communication skills with the ability to engage confidently and professionally with senior leadership and diverse stakeholders

Exceptional Microsoft Office Suite skills including expertise with Word, Excel, PowerPoint, and Outlook. Savvy with managing databases and complex information systems

Expertise in logistics coordination with a proven ability to deliver accurate and timely results

Highly organized, proactive, and adaptable to changing priorities

Demonstrated initiative and ownership while consistently delivering high-quality outcomes

Comfortable sharing ideas and perspectives, including offering constructive feedback when appropriate

Motivated to learn and grow professionally with a mindset focused on continuous improvement

Brings a positive, solution-oriented approach to challenges

Thrives in a dynamic, fast-paced environment and embraces collaboration across teams

Compliance with relevant county, state, and Federal rules regarding vaccinations

Legal authorization to work in the United States is required