About the Executive/Personal Assistant at Headspace:

Headspace is currently seeking an Executive/Personal Assistant to partner with our Chief Creative Officer, in addition to the greater Creative org. This person will play an integral role in managing this executive’s personal and business affairs, including managing personal and business schedules and logistics, assisting with communications, and helping prioritize time. The 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, often under tight deadlines – 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. 

Executive Partnership & Communication:

• Provides 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.
• Assisting in all meeting preparation; at times external research may be required. 
• Develops, enhances, edits, and maintains 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. 
• Ability to cultivate strong interpersonal relationships at all levels of the organization. 

Administration (Personal & Business):

• Manage an extremely active and ever-changing personal and business calendars of appointments, meetings, interviews and off-sites. This will also include calendar and activities for 1 child. 
• 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 on email, slack and cell on weekends and after standard business hours, as needed.
• Help manage and navigate household, working with household vendors and staff.
• Personal errands, gift buying and special ad-hoc projects.
• Arrange and organize internal and external events, including corporate functions, external conferences and personal events. 

Business Travel:

• Arrange international and domestic travel plans, itineraries and agendas.
• Handling of 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 
• 4-7 years of personal assistant experience with a high-level executive
• 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/hours
• Knowledge of the Los Angeles area is key

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.