Executive Assistant to the Co-Founders

Role Description

As Executive Assistant to the Co-Founders, you will be a key member of the Corporate-Executive Department, and an essential partner to ByHeart’s corporate team. You will play a critical role in ensuring all trains stay on track so that we can execute efficiently against business goals and priorities in a fast-paced, growing environment. You are highly organized, endlessly resourceful, and pride yourself on your attention to detail and your ability to solve problems. You are excited to be an enabler of the Co-Founders’ success, supporting them and the Exec Dept, in all day-to-day administrative and operational needs. You can work independently but love being in the mix and keeping up with the ebbs and flows of the business as it evolves. You are excited to contribute to key projects that the Exec Dept. owns, and will manage the company-wide corporate cadence, in partnership with the Chief of Staff. Because the role is so dynamic, you must possess the strong business judgment, communication, and interpersonal skills needed to interact with a variety of people and job functions. You will need to be flexible, dedicated, and available to be in office for 4 days/week. 

Title: Executive Assistant to the Co-Founders

Reports To: Julia Pittorino, Chief of Staff

Location: New York, NY

Role Responsibilities

(60%) SCHEDULING:

• Manage complex co-founders’ schedules: book and set up meetings with internal and external participants. Juggle many meeting requests simultaneously and always use your best judgement to make decisions, ensuring you are prioritizing urgent matters. Communicate clearly and tactfully on all calendar matters with key stakeholders, providing context for changes as needed.
• Schedule and facilitate the planning of key company meetings and events: including but not limited to performance reviews, Board of Directors’ meetings and engagements, leadership meetings, all hands, founder 1:1s, internal celebrations, and department weeklies. 
• Coordinate closely with the other Executive Assistants on daily scheduling changes and company cadence matters.
• Maintain and improve ByHeart’s corporate calendar: with an understanding of key cyclical planning events and cross-functional dependencies 
• Prepare meetings: set up rooms, manage screensharing, welcome and direct visitors, organize meals, answer reception line

(20%) EXECUTIVE DEPARTMENT SUPPORT:

• Participate in meetings and coordinate follow ups: act as a second pair of eyes and ears, take and distribute notes, and ensure actions items are completed
• Support priority projects, processes, and communications owned by the Exec Dept.: e.g. planning company-wide retreat or quarterly townhalls, managing logistics, and ensuring all key stakeholders are up-to-speed
• Prepare succinct materials: create templates, build or clean up decks, documents, and spreadsheets, ensuring strong attention to detail and branding cohesion
• Plan and execute internal culture celebrations to increase employee engagement and happiness 
• Manage NY office (alongside the EA to the CFO/CMO/CLO): manage repairs and maintenance for all vendors, coordinate with IT to ensure all audio video systems are working properly, receive, sort, and send mail, monitor & restock pantry and office supplies, facilitate catered lunches, own office inventory and storage system, and support any branding efforts
• Spot inefficiencies in our ways of operating and propose solutions
• Own gifting program: partner with brand team to develop and distribute ByHeart goodies to key stakeholders including investors, Board of Directors, and other friends & family of the brand
• Process and monitor expenses: join monthly financial reviews, support all department accounting and admin
• Update and maintain contacts database to support relationships and ongoing communications
• Support with paperwork and miscellaneous administrative tasks: prepare contracts using company templates, route agreements for signature, prepare protected links, maintain files and clean up materials 

(20%) CO-FOUNDER SUPPORT: 

• Ensure Co-Founders are prepared for meetings, events, and trips: solicit agendas, build itineraries, make reservations or arrange meals, print materials, and coordinate closely with all stakeholders
• Interact regularly and build relationships: with employees across various teams, with the co-founder’s family and large personal network, and with external stakeholders including investors and Board members
• Facilitate press engagements on behalf of Co-Founders: coordinate briefs, set up interviews, and get ahead of all preparation
• Coordinate with Co-Founders’ partners as needed (3rd party vendors, consultants, agencies)
• Coordinate Co-Founders’ travel and logistics, monitor and help reduce travel costs

Attributes, Skills & Experience

• Seasoned Executive Assistant with 5+ years of experience supporting a C-Suite executive(s) and experience working with board members and investors
• Bachelor’s degree from a four-year college or university
• Exceptional attention to detail and organization skills: you are a perfectionist who never lets anything fall through the cracks. You work efficiently and rapidly, closing every loop and spotting every error
• Superior verbal and written communication skills, with an emphasis on tact and diplomacy. You can communicate nuance effectively to anyone, and you know how to modify your tone based on who you’re speaking to
• Highly adaptable with a positive and engaging attitude: you thrive and stay calm in a dynamic environment
• Pro-active and resourceful: you are a self-starter who is comfortable rolling up your sleeves to get things done in a high-growth environment. You’re always three steps ahead and know how to manage busy senior executives and how to unblock roadblocks. You love bringing solutions to the table
• Strong work ethic, high integrity: You are extremely reliable, trustworthy, and consistent in your ability to produce the highest quality work, even outside the confines of regularly working hours. Whether it’s arranging flowers for a team event, or greeting our most important investors, no task is too big or small
• People-centric mindset: you love being part of a big team, you’re energized by forming relationships, getting to know people and their needs and workflows, and you are thoughtful about ways to consistently enhance the employee experience or improve productivity
• Tech-savvy: experience using Outlook, Slack, Dropbox, Adobe Acrobat Pro, DocuSign, DocSend and other administrative efficiency or planning tools
• Proficient design skills: ability to prepare elevated company materials, such as PowerPoint decks, using ByHeart branding, graphic designs skills a plus
• Ability & willingness to commute in-office to NYC 3-4 days a week

The minimum annual salary for this position is $125,000 and the maximum is $135,000. 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.