Executive Assistant

At Playlist, life's richest moments happen when people step away from screens to move, connect, explore, and play. We're building the definitive platform for intentional living, connecting people with inspiring experiences in fitness, wellness, and beyond. With popular brands like Mindbody and ClassPass, Playlist empowers businesses and individuals, making it effortless for aspirations to become actions. Join us in reshaping technology's role to foster meaningful, real-world connections.

Mindbody equips wellness entrepreneurs with technology to support thriving businesses and create exceptional experiences. Innovation and curiosity drive our culture, connecting businesses and individuals through cutting-edge solutions. Join us if you're passionate about enhancing wellness through technology.

The Executive Assistant executes administrative duties, including managing time-critical, sensitive and/or confidential information. Coordinates schedules for leaders, prioritizing functions and appointments ensuring that meetings, deadlines, presentations are carried out seamlessly.​

MINIMUM QUALIFICATIONS AND REQUIREMENTS:

• High School Diploma or equivalent; Bachelor’s Degree is preferred

• Demonstrated ability to handle sensitive and confidential situations with tact and diplomacy, maintaining confidentiality and professionalism

• Excellent communication skills, both verbal and written, with the ability to communicate in a clear and understandable manner

• Excellent time management skills, ability to prioritize and use time effectively and efficiently

• Demonstrated ability to independently interact with colleagues and customers in a tactful manner and recognizes the importance of building professional and positive working relationships

• Demonstrated ability to research, analyze and interpret complex data

• Proven ability to prioritize and work independently while collaborating and partnering with a cross-functional group

• Strong analytical skills and judgment to proactively identify and solve problems

• Ability to pivot and respond to rapidly shifting priorities

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Proactively manage executive calendars focusing on efficient time utilization and conflict management to gatekeep executive(‘s) time ensuring that they are appropriately represented at all forums.

• General proofreading, deck building, drafting of written communications and/or speeches as well as discussion topic generation, as needed. Build agenda and assist with presentations, projects and reports for the executive, as needed.

• Review, prioritize and flag high priority emails, draft responses, track replies, monitor and facilitate follow ups.

• Attend staff and management meetings, record action items, highlighting the significant issues, distributing meeting recordings and documents.

• Meeting facilitation including prep, agenda and deck building, time management and Q&A.

• Procure executives' travel arrangements including flights, hotels, and ground transportation. Create detailed itineraries in consideration of trip priorities and executive preferences, as well as budget and other demands for executives’ time.

• Proactively complete executives’ expense reporting to ensure accuracy, consideration of budget and compliance with company policies.

• Support executive in tracking the budgeting process and providing coordination to ensure a successful process. Create and track invoices and purchase orders, and coordinate with Finance on these matters.

• Plan and coordinate team meetings, internal events, off sites, and manage logistical and budget requirements.

• Assist recruiting with open roles, which may include booking interviews, liaising between the hiring team and executive, and coordinating onboarding of new hires.

• Develop excellent relationships with all levels of Executive Assistants, assist with EA team meetings, and provide backup for EAs as needed.

• All other duties as assigned.

Have we piqued your curiosity?

Sound like the role for you? We’d love to hear from you! Even if you’re not 100% sure about potential fit, we still encourage you to apply. We’re looking for the right person, not the perfect series of checkboxes.

Playlist is an Equal Opportunity Employer. We highly value diversity at our company and encourage people of all different backgrounds, experiences, abilities and perspectives to apply. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or other protected characteristics.

By entering your email and phone number and submitting your application, you consent to receive emails, calls and SMS about your application and other roles at Playlist, including by auto-dialer. Message and data rates may apply. Opt-out or text STOP to cancel at any time. If you are a California resident or reside outside the United States then by submitting your application you confirm that you have read, understood, agree and - where applicable - grant your prior, free, informed and express consent for the processing of your personal information, including sensitive personal information, as described in our California Applicant Privacy Notice or International Applicant Privacy Notice (as applicable).

Note: This description outlines key responsibilities but isn’t intended to cover every task or duty. Additional responsibilities may be assigned as needed to support the team and business goals.