Executive Assistant, Corporate Administration - 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 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.

In This Role, You Will:

• Calendar Management: Coordinate and manage complex schedules for Finance, Investor Relations, People, & Legal executives, including arranging meetings, offsites, and travel arrangements.

• Meeting Coordination: Schedule and organize functional and cross functional meetings, offsites, conferences, and presentations, including preparing agendas, coordinating logistics, capturing meeting notes, and finalizing minutes.

• Investor Relations support:

• Creates and maintains investor information, and distribution list

• Filters questions and requests for information from institutional investors and other members of the financial community

• Manages logistics for all investor meetings, roadshows, conferences, and any other investor events

• Manages mock quarterly earnings call logistics.

• 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 travel and process expense reports for executives.

• 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: Provide occasional support for projects, including coordination and tracking of cross-functional team projects.

• General Office Management: Work with Facilities to purchase one-off office supplies.

• Other duties as assigned by manager

Who You Will Report To:

• VP, Finance

Requirements:

• 5+ years’ experience providing administrative support

• Bachelor's degree in Business Administration, Communications, or equivalent experience.

• 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.

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 an attractive compensation package, which includes:

• A competitive base salary of $110,000 - $150,000 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

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.

Disclaimer:

At Calyxo, we prioritize a transparent and structured interview process to ensure the best fit for both our candidates and our team. Please be aware of the following:

• Structured Interview Process: Our hiring process includes multiple stages of interviews where you will have the opportunity to communicate directly with Calyxo employees. This ensures that you gain a comprehensive understanding of the role and our company culture.

• Verification of Identity: We do not extend job offers without first meeting candidates, either virtually or in person. This step is crucial to maintain the integrity of our hiring process and to ensure mutual alignment.

• Beware of Scams: Calyxo will never request sensitive personal information, such as your full name, address, phone number, or identification documents, via email or online forms before an official interview. Calyxo representatives will always contact you using an email format of [email protected]. If you receive a request for information from any other domain, please contact us directly at [email protected] to verify the legitimacy of the communication.

We appreciate your interest in joining Calyxo and look forward to getting to know you through our official channels.