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.

Summary: The Executive Assistant for the Sales & Marketing teams will be a member of the Sales and Marketing functions.

This individual will be highly organized and a proactive Executive Assistant who will provide comprehensive administrative support to our Sales and Marketing teams.

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 sales and marketing with day-to-day tasks, coordinating schedules, managing correspondence, 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 in-office or hybrid, depending on the commute.

In This Role You Will: * Calendar Management: Coordinate and manage complex schedules for sales and marketing executives, including arranging meetings, offsites, and travel arrangements.

* Communication: Serve as a point of contact for internal and external inquiries, emails, and phone calls, ensuring prompt responses.

* Meeting Coordination: Schedule and organize meetings, offsites, conferences, and presentations, including preparing agendas, coordinating logistics, and capturing meeting notes when necessary.

* Document Preparation: Assist with the preparation, formatting, and proofreading of documents, presentations, reports, and correspondence for the sales and marketing team.

* Data Management: Maintain and update databases, spreadsheets, and other sales and marketing-related documents, ensuring accuracy and confidentiality of information.

* Project Support: Provide administrative support for sales and marketing projects, including coordinating cross-functional teams, tracking project milestones, and assisting with project-related tasks as needed.

* Sales Support: Assist with sales-related tasks such as preparing sales reports, assisting with CRM system management, and coordinating sales events.

* Marketing Support: Support marketing initiatives by coordinating activities, assisting with the creation of marketing materials, and assisting with managing social media accounts or marketing campaigns.

* Event Planning: Assist with the planning and execution of sales and marketing events, including trade shows, conferences, and customer appreciation events.

* Administrative Support: Perform general administrative tasks such as document organization including copying, scanning, expense reports (until alternative resource is identified), as well as other ad hoc tasks to support the sales and marketing teams.

Other: * Actively promote and support the Quality Management System, Quality Objectives, and Quality Policy * Assure that you and team members are trained on all applicable procedures and processes according to Good Manufacturing Practices, applicable FDA and Regulatory requirements * Actively promote and support the company's Management Review process * Inform responsible personnel of concerns involving product quality * Perform job functions in a safe and effective manner Who You Will Report To: Vice President, Sales (solid line) Vice President, Marketing (dotted line) Requirements: * Relevant experience or bachelor's degree in Business Administration, Marketing, Communications, or related field.

* Proven experience as an executive assistant or administrative assistant, preferably in a sales or marketing environment.

* 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.

* Previous experience in sales or marketing support roles is a plus.

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 base salary range * San Francisco, CA Bay Area: $130,000 - $145,000 * 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.