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.

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 Quality & Operations will be a member of both the Quality and Operations functions and support the Quality and Operations executives. This individual will be highly organized and a proactive Executive Assistant who will provide comprehensive administrative support to these two executives. 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 the Quality and Operations executives with day-to-day tasks, schedule coordination, travel arrangements, meeting coordination, and facilitating efficient communication within the departments and with internal and 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: 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 the executive needs in advance to prepare effectively for meetings. 

• Event Planning, Meeting Coordination, and Logistics: Schedule and organize functional and cross-functional meetings and conferences. Support the planning, logistics, and communication of offsite meetings and team building events. This includes preparing agendas and meeting materials, capturing meeting notes, and following up on deliverables. Occasional travel may be required to provide 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 (including booking flights, hotels, and transportation) and process accurate 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 logistically 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: 

 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 an attractive compensation package, which includes: 

• 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 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. 

Disclaimer:

At Calyxo, we prioritize a transparent and structured interview process to ensure the best fit for both our candidates and our team. Please be aware of the following:

• Structured Interview Process: Our hiring process includes multiple stages of interviews where you will have the opportunity to communicate directly with Calyxo employees. This ensures that you gain a comprehensive understanding of the role and our company culture.
• Verification of Identity: We do not extend job offers without first meeting candidates, either virtually or in person. This step is crucial to maintain the integrity of our hiring process and to ensure mutual alignment.
• Beware of Scams: Calyxo will never request sensitive personal information, such as your full name, address, phone number, or identification documents, via email or online forms before an official interview. Calyxo representatives will always contact you using an email format of firstname.lastname@calyxoinc.com. If you receive a request for information from any other domain, please contact us directly at info@calyxoinc.com to verify the legitimacy of the communication.

We appreciate your interest in joining Calyxo and look forward to getting to know you through our official channels.