Executive Assistant

About Calm

Calm is on a mission to support everyone on every step of their mental health journey. With the #1 app for sleep, meditation and relaxation as well as a growing library of digital, evidence-based mental health programs, Calm offers trusted support for individuals and organizations alike. Our flagship consumer app provides personalized content and activities – featuring a range of experts and beloved celebrity voices – to help users manage stress, improve sleep and live mindfully. Our workplace and healthcare solutions offer a consumer-friendly approach to clinical content and HIPAA-compliant resources in order to drive positive health and business outcomes. Named a TIME100 Most Influential Company, Calm supports more than 150 million people and 3,500 organizations across seven languages and 190 countries.

We are hiring remote workers for this role in the San Francisco Bay Area, Los Angeles, or NYC. At this time, only candidates in these locations will be considered. 

What You’ll Do

As an Executive Assistant you will support 2-3 C-Suite executives on our Management Team. You will need to be a skilled problem-solver and an organizational force given the complex calendaring and meeting planning that will be required. Additionally, you 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 multitask and context-switch frequently throughout the day, has an approachable attitude, is a mature professional, and gifted with the ability to handle urgent, confidential, and challenging situations gracefully and tactfully. 

You will:

• Coordinate internal and external meetings for multiple executives
• Resolve overlapping commitments and protect time for shifting priorities
• Serve as the 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. sourcing support, scheduling, etc)
• In collaboration with other executive assistants, manage company-wide events and  initiatives end to end, from planning to retro
• 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 assigned by the executives
• Handle minimal ad-hoc, non-work related tasks for the execs

 

Who You Are

• 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
• Ability to make appropriate decisions autonomously
• Proactive and will follow up when things aren’t resolved
• Enthusiasm and passion for quality
• 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 can figure out new systems and adapt on the go

 

Nice to Haves

• Experience working in a high-growth tech/media company
• 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. 

Minimum Requirements

• Minimum 8 years of experience providing complex calendar management, travel, and expense reports for 2 or more C-level executives
• This role typically requires a minimum of 10 years of related experience

 

The anticipated salary range for this position is $139,500 - $195,300. The base salary range represents the low and high end of Calm’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, experience and other qualifications. This role is also eligible for equit