Executive Assistant

Role Description

Location:          New York City, HQ

Start Date:         ASAP

As Executive Assistant to the Chief Operating Officer, Senior Vice President of Quality, & Vice President of Supply Operations , you will manage a wide range of executive office support functions in a fast-paced, growing environment. You will be a key member of the team and, like everyone on the team, may be asked to assist in areas outside of your primary responsibilities. You will need to be flexible, proactive, and resourceful with a high level of professionalism and attention to detail.

Role Responsibilities

• Manage schedules for the COO, VP of Quality, & VP of Supply Operations
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Send calendar invites with proper video conferencing as needed
• Coordinate agendas and attendance with internal and external participants
• Facilitate the execution of key calendar events
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Provide general administrative support, including providing copies, maintaining files and updating shared files on the server
•  Coordinate as needed on behalf of executives with 3rd party vendors, consultants and agencies across all departments
• Coordinate travel and logistics, monitor travel costs, and work with accounting to confirm folios & receipts
• Support with paperwork and miscellaneous administrative tasks
• Process and complete expense reports, coordinate with Finance Department on Executive G&A budgets, support accounting admin
• Join meetings, take thorough notes, and coordinate follow-ups
• Work with members of Operations & Quality departments to produce requested products
• Run internal department touchpoints and meetings to ensure clear communication across the departments and manage expectations for the executives.
• Communicate with external departments when requested to manage company expectations of the departments
• Other duties as assigned

Skills & Qualifications

• Bachelor’s degree from a four-year college or university
• Executive assistant with 3+ years of experience supporting C-Suite or VP level executives
• Solid organizational skills with exceptional attention to detail and etiquette
• Superior verbal and written communication skills, with an emphasis on tact and diplomacy, both internally and externally
• A positive and engaging attitude, with a strong sense of ethics and integrity
• Problem solver who is adaptable and forward-thinking
• Strong mindset for continuous improvement and enhancing the employee experience
•  Comfortable rolling up your sleeves to get things done in a high-growth environment
• Techsavvy – familiarity with Outlook, Slack, Dropbox, Adobe Acrobat Pro, DocuSign, DocSend and other administrative efficiency tools
• Proficient design skills – ability to prepare elevated company materials, such as PowerPoint decks, using ByHeart branding, graphic designs skills a plus but not required
•  Experience in / passion for babies’ health and the parent landscape
•  Ability & willingness to commute in-office to NYC

The minimum annual salary for this position is $70,000 and the maximum is $78,000. The salary range for performing this role outside of New York City will differ. Additionally, you will be eligible for a discretionary performance based annual cash bonus and to participate in our company’s equity program, plus our robust medical, dental, vision, retirement, and other benefits.