Calyxo, Inc.
Executive Assistant, Quality and Operations - Pleasanton, CA
Calyxo, Inc., Pleasanton, California, United States, 94566
Executive Assistant, Quality and Operations - 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.
This position is an in-office role.
In This Role, You Will
Calendar Management: Provide proactive calendar management for the Quality and Operations executives, including scheduling meetings, anticipating conflicts, prioritizing requests, and ensuring optimal use of time. Gather and organize key information in advance to prepare effectively for meetings.
Event Planning, Meeting Coordination, and Logistics: Schedule and organize functional and cross-functional meetings and conferences. Support planning, logistics, and communication of offsite meetings and team-building events. Prepare agendas and meeting materials, capture meeting notes, and follow up on deliverables. Occasional travel may be required for onsite coordination.
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 the Quality Management System as appropriate.
Travel & Expense Management: Arrange detailed travel itineraries and process expense reports in a timely manner.
Project Support: Provide occasional support for projects, including coordination and tracking of cross-functional team projects.
Compliance Support: Assist with the completion, tracking, and file management for records related to Quality Management System compliance requirements.
General Office Management: Coordinate with Facilities on department space and logistical needs and purchase of department-specific office supplies.
Other duties as assigned by manager.
Who You Will Report To
Vice President, Quality
Requirements
5+ years’ experience providing administrative support.
Bachelor's degree in Business Administration, Communications, or related field.
Demonstrated experience as an executive assistant.
Prior experience supporting Quality and Operations teams within medical device or related healthcare industry 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.
Attention to detail and a high level of accuracy in all tasks.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
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
A competitive base salary of $120,000 - $135,000 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 valued and prioritized. We are an equal opportunity employer. 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 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.
Disclaimer At Calyxo, we prioritize a transparent and structured interview process. This includes multiple stages of interviews to understand the role and our company culture. We do not extend job offers before meeting candidates, either virtually or in person. Please be aware of potential scam attempts; verify any communications originate from the official Calyxo domain.
We appreciate your interest in joining Calyxo and look forward to connecting through our official channels.
#J-18808-Ljbffr
This position is an in-office role.
In This Role, You Will
Calendar Management: Provide proactive calendar management for the Quality and Operations executives, including scheduling meetings, anticipating conflicts, prioritizing requests, and ensuring optimal use of time. Gather and organize key information in advance to prepare effectively for meetings.
Event Planning, Meeting Coordination, and Logistics: Schedule and organize functional and cross-functional meetings and conferences. Support planning, logistics, and communication of offsite meetings and team-building events. Prepare agendas and meeting materials, capture meeting notes, and follow up on deliverables. Occasional travel may be required for onsite coordination.
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 the Quality Management System as appropriate.
Travel & Expense Management: Arrange detailed travel itineraries and process expense reports in a timely manner.
Project Support: Provide occasional support for projects, including coordination and tracking of cross-functional team projects.
Compliance Support: Assist with the completion, tracking, and file management for records related to Quality Management System compliance requirements.
General Office Management: Coordinate with Facilities on department space and logistical needs and purchase of department-specific office supplies.
Other duties as assigned by manager.
Who You Will Report To
Vice President, Quality
Requirements
5+ years’ experience providing administrative support.
Bachelor's degree in Business Administration, Communications, or related field.
Demonstrated experience as an executive assistant.
Prior experience supporting Quality and Operations teams within medical device or related healthcare industry 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.
Attention to detail and a high level of accuracy in all tasks.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
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
A competitive base salary of $120,000 - $135,000 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 valued and prioritized. We are an equal opportunity employer. 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 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.
Disclaimer At Calyxo, we prioritize a transparent and structured interview process. This includes multiple stages of interviews to understand the role and our company culture. We do not extend job offers before meeting candidates, either virtually or in person. Please be aware of potential scam attempts; verify any communications originate from the official Calyxo domain.
We appreciate your interest in joining Calyxo and look forward to connecting through our official channels.
#J-18808-Ljbffr