Executive Assistant

Who We Are:

At Calm, we have a simple, albeit BIG mission: to make the world a happier and healthier place. Through our website, blog, and app—filled with meditations, sleep stories, music, movement, and more—we’re redefining what mental care looks like in 2022 and beyond. With over 100 million users worldwide, 100,000 new users daily, and our growing partnerships with major companies, we’re having a positive effect on more and more people each and every day. And while the heart of Calm is digital, we are growing and expanding offline with a variety of products and services to help deliver on our mission of health and happiness, the world over.

What You’ll Do:

We are seeking an experienced Executive Assistant to support 2-3 executives on our Management Team. The person in this role will need to be a skilled problem-solver and an organizational force given the complex calendaring and meeting planning that will be required. Additionally, the ideal candidate must have a proven track record of success in supporting a C-level executive in a fast-paced, dynamic work environment. 

We are looking for someone who thrives in an environment where they are multitasking and context switching frequently throughout the day, with an approachable attitude, a mature professional, gifted with the ability to handle urgent, confidential and challenging situations with grace and tact.  

• Coordinate internal and external meetings for multiple executives
• Resolve overlapping commitments and protect time for shifting priorities
• Primary point of contact for all internal and external communications with the executives
• Manage hectic, complex, and frequently changing calendars
• Prepare expense reports and assist with other documentation as needed 
• Provide support with recruiting logistics (i.e. work with the recruiting team on scheduling, etc)
• Support company wide initiatives e.g., all-hands, company events, offsites,  etc. 
• Set up travel and accommodations for the executives and/or visitors of Calm
• Work with the Executives direct reports on preparing reports, documents, presentations or any type of document needed to support the business
• Own and manage any projects assign by the executives
• Handle a few non-work related tasks for the execs

Who You Are:

• Minimum 7 years of experience providing complex calendar management, travel, and expense reports for 2 or more C level executives
• Experience prioritizing multiple projects
• Extraordinary time management skills and makes attention to detail a priority
• High EQ and strong communicator, both written and verbal
• Maintains appropriate discretion regarding confidential business matters
• Excellent common sense and ability to make appropriate decisions autonomously
• Proactive. Will follow up when things aren’t resolved
• Strategic planning to maximize the executives time and efficiency 
• No ego: must be humble and not territorial 
• Possesses a “whatever it takes” mentality. No task is too big or too small
• Team player, has to be able to work with varying personalities and be patient 
• Quick learner with a knack for technology, who is able to figure out new systems and adapt on the go 

Nice-to-Haves:

• Experience working in a high growth startup 
• Interest in health and wellness, as well as experience in the tech space
• Proficiency in Google Suite & Slack
• Proficiency with Sheets or Excel
• Proficiency with project management tools e.g., Asana, Trello, Jira, etc.