Executive Assistant, Corporate Administration - Pleasanton, CA

Calyxo • Pleasanton, CA

81d • $120,000 - $135,000

About The Position

The Executive Assistant for Corporate Administration will be a member of the Finance function and support Investor Relations, Legal, and People executives. This individual will be highly organized and a proactive Executive Assistant who will provide comprehensive administrative support to these executives. The ideal candidate will have exceptional communication skills, the ability to multitask effectively, and a keen attention to detail. As the Executive Assistant, the person will play a critical role in assisting corporate administration executives with day-to-day tasks, schedule coordination, and facilitating efficient communication within the departments and with external stakeholders. This position offers an exciting opportunity to contribute to the success of our company in a fast-paced and dynamic environment. This position is an in-office position in Pleasanton, CA.

Requirements

• 5+ years’ experience providing administrative support.
• Bachelor's degree in Business Administration, Communications, or related field.
• Proven experience as an executive assistant or administrative assistant. Prior investor relations work preferred but not required.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with internal and external stakeholders.
• Strong organizational skills and the ability to prioritize tasks efficiently in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Attention to detail and a high level of accuracy in all tasks.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to changing priorities and deadlines.
• Positive attitude, proactive mindset, and willingness to take initiative.
• Compliance with relevant county, state, and Federal rules regarding vaccinations.

Responsibilities

• Coordinate and manage complex schedules for Finance, Investor Relations, People, & Legal executives, including arranging meetings, offsites, and travel arrangements.
• Schedule and organize functional and cross functional meetings, offsites, conferences, and presentations, including preparing agendas, coordinating logistics, capturing meeting notes, and finalizing minutes.
• Create and maintain investor information and distribution list.
• Filter questions and requests for information from institutional investors and other members of the financial community.
• Manage logistics for all investor meetings, roadshows, conferences, and any other investor events.
• Manage mock quarterly earnings call logistics.
• 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).
• Arrange travel and process expense reports for executives.
• Support the planning and execution of events such as team-building activities, onsites, and offsites.
• Forward relevant contact information to Legal for contracts, NDAs, consulting agreements, etc.
• Provide occasional support for projects, including coordination and tracking of cross-functional team projects.
• Work with Facilities to purchase one-off office supplies.
• Other duties as assigned by manager.

Benefits

• A competitive base salary of $120,000 - $135,000 and variable incentive plan.
• Stock options – ownership and a stake in growing a mission-driven company.
• Employee benefits package that includes 401(k), healthcare insurance and paid vacation.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Bachelor's degree
• Number of Employees: 11-50 employees