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Executive Assistant

| Santa Monica
About the Executive Assistant at Headspace:
Headspace is currently seeking an Executive Assistant to work alongside our VP of Headspace B2B, Chief Science Officer, and the Business team. This person will act as a partner to both executives; managing schedules and logistics, assisting with communications, and helping prioritize time. This person’s ability to exercise both great judgement and discretion is key. This person has superior organizational skills, keen attention to detail, the ability to meet deadlines, and juggle multiple high priority requests – all while interfacing professionally both internally and externally. A critical part of this person’s success will be in understanding the executives’ and company’s priorities to effectively organize time and make judgment calls on multiple competing initiatives.

How your skills and passion will come to life at Headspace:

  • Organize and attend team meetings within the Business organization.
  • Be highly adept at multitasking, managing extensive scheduling, as well as proactively prepare for meetings and follow through.
  • Thrive at working under pressure with the ability to handle a wide variety of activities and confidential matters with great discretion and professional poise.
  • Partner with other Executive Assistants at the company to coordinate cross-department meetings and 1:1s.
  • Use sound judgment and common sense to resolve most questions and problems independently, referring only the most complex issues to higher levels.

Executive Partnership & Communication:

  • Provide a bridge for smooth communication between the executives and internal departments; demonstrating leadership, trust and credibility.
  • Assist in follow-up of emails and calls; ability to exercise the utmost discretion on all matters.
  • Assist in all meeting preparation; at times external research may be required.
  • Develop, enhance, edit, and maintain a wide range of documents, including contacts, meeting notes, reports, charts, agreements, correspondence, and presentations with 100% accuracy. This includes communication and correspondence that may be of complex and confidential nature.

Administration:

  • Manage an extremely active and ever-changing calendar of appointments, meetings, interviews and off-sites.
  • Coordinate appointments, conference room booking, meeting logistics, and material preparation as needed to support meetings and projects.
  • Full-service visitor management, including anticipating all needs & last-minute changes.
  • Maintain expense reports; noting issues while making recommendations in the process.
  • Available as needed on email and cell on weekends.
  • Help with planning events, gift buying, etc. as needed.

Business Travel:

  • Arrange travel plans, itineraries and agendas.
  • Manages all domestic and international travel schedules.
  • Handle all logistical details, legal travel issues, e.g. visas, insurance, and coordinating with internal and external resources to make arrangements and itineraries; maintaining travel schedules and remaining proactive with any schedule changes and communication.

What you’ve accomplished:

  • BA / BS Preferred.
  • 3-7 years of executive assistant/administrative experience.
  • Strong organizational and communication skills, both verbal and written.
  • Seen as approachable; demonstrating strong interpersonal skills and ability to build relationships at all levels of the organization.
  • Emotional maturity, ability to relay information with tact and diplomacy.
  • Highly resourceful team player, with the ability to be highly effective independently.
  • Comfortable working in a fast-paced environment.
  • Must have "can-do" attitude, be resourceful, and enjoy being a team player.
  • Proficient in GSuite, Word, Excel, PowerPoint, Concur, Keynote in addition to advanced Internet research.
  • Mac proficient.
  • Ability to work outside the standard work day, as needed, in order to support deadlines.
  • Open temporary to permanent.

How to get started:
If you’re excited by the idea of seeing yourself in this role at Headspace, please apply with your CV and a cover letter that best expresses your interest and unique qualifications.

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Technology we use

  • Engineering
    • JavaLanguages
    • JavascriptLanguages
    • SwiftLanguages
    • MicroservicesLanguages
    • TypescriptLanguages
    • ReactLibraries
    • Node.jsFrameworks
    • MySQLDatabases

Location

Headspace is located in the heart of Santa Monica on Michigan and Cloverfield. Bergamont train station is right behind our office.

What are Headspace Perks + Benefits

Headspace Benefits Overview

Unlimited Time Off
Lifetime Headspace Subscription
$500/year learning and development budget
$75 gym stipend
Daily catered lunch and fully stocked fridge
Parking
Full Medical, Dental, Vision Coverage
Voluntary Coverage
Basic Life AD&D
Flexible Spending Account
401k
Commuter Benefit

Health Insurance & Wellness Benefits
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Wellness Programs
$75 gym stipend each month
Retirement & Stock Options Benefits
401(K)
Company Equity
Child Care & Parental Leave Benefits
Flexible Work Schedule
Vacation & Time Off Benefits
Unlimited Vacation Policy
Unlimited Paid Time Off Poilicy
Paid Holidays
Paid Sick Days
Perks & Discounts
Casual Dress
Commuter Benefits
Company Outings
Free Daily Meals
Stocked Kitchen
Some Meals Provided
Happy Hours
Parking
Relocation Assistance
Fitness Subsidies
Professional Development Benefits
Job Training & Conferences
$500 Conference budget
Tuition Reimbursement
Diversity Program

Additional Perks + Benefits

Quarterly Hackathons. Optional group meditations daily. Competitive salaries. Unlimited PTO. Daily catered lunch.

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