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.