Executive Assistant, R&D & 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.

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 the R&D and Operations will be a member of the R&D and Operations functions. This individual will be highly organized and a proactive Executive Assistant who will provide comprehensive administrative support to our R&D and Operations teams. 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 R&D and Operations 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 This Role, You Will:

• Calendar Management: Coordinate and manage complex schedules for R&D, Ops, Med Affairs & Legal executives, including arranging meetings, offsites, and travel arrangements.
• General Office Management: Work with Facilities to purchase one-off office supplies.
• Meeting Coordination: Schedule and organize meetings, offsites, conferences, and presentations, including preparing agendas, coordinating logistics, capturing meeting notes, and finalizing minutes.
• 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.

Who You Will Report To:

• Sr. Vice President, Research & Development

Requirements:

• Relevant experience or bachelor's degree in Business Administration, Communications, or related field. 
• Proven experience as an executive assistant or administrative assistant. 
• 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. 

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 a compensation plan as follows:

• Competitive base salary of $110,000.00 - $150,000.00
• 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.