Executive Assistant, Corporate Administration

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 Corporate Administration will be a member of the Finance function and support Investor Relations, Legal, and People executives. This individual will be highly organized, proactive, and capable of managing complex, high-stakes administrative operations. The ideal candidate will have exceptional communication skills, strong problem-solving ability, and a proven track record of delivering process improvements. This role demands strong confidence, sound judgment, and professionalism, along with the ability to manage sensitive information and operate effectively in a fast-paced, high-intensity environment. The Executive Assistant will play a critical role in assisting corporate administration executives with day-to-day tasks, schedule coordination, investor relations logistics, and facilitating efficient communication internally and externally. This position offers an exciting opportunity to contribute to the success of our company and grow professionally in a role that interacts with senior leadership and external stakeholders. This position is an in-office position based in Pleasanton, CA.

In This Role, You Will:

• Calendar Management: Coordinate and manage complex schedules for Finance, Investor Relations, Legal, and People executives including meeting coordination, offsites, and travel logistics.
• Meeting Coordination: Schedule and organize functional and cross-functional meetings, offsites, conferences, and presentations and prepare agendas, coordinate logistics, capture meeting notes, and finalize minutes.
• Investor Relations Support:
  
  
  
  • Manage logistics for all investor meetings, roadshows, conferences, webcasts and quarterly earnings calls with flawless execution.
  • Filter questions and requests for information from institutional investors and other members of the financial community.
  • Maintain investor distribution lists and ensure accurate communication flow.
  
  
  
  
• 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 complex travel itineraries and process expense reports accurately and promptly.
• 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 & Process Improvement: Provide occasional support for projects, including coordination and tracking of cross-functional team projects. Identify and implement improvements in administrative processes and tools.
• Other duties as assigned.

Who You Will Report To:

• Vice President, Finance

Requirements:

• Experience:
  
  
  
  • 5+ years' experience providing administrative support to senior executives.
  
  
  
  
• Demonstrated ability to manage sensitive, confidential, and time-critical workstreams with discretion and professionalism.
• Education:
  
  
  
  • Bachelor's degree in Business Administration, Communications, or related field preferred. Equivalent experience may be considered.
  
  
  
  
• Skills:
  
  
  
  • Strong organizational and problem-solving abilities with the capacity to manage multiple priorities effectively.
  • Excellent written and verbal communication skills with the ability to engage confidently and professionally with senior leadership and diverse stakeholders.
  • Exceptional Microsoft Office Suite skills including expertise with Word, Excel, PowerPoint, and Outlook. Savvy with managing databases and complex information systems
  • Expertise in logistics coordination with a proven ability to deliver accurate and timely results.
  
  
  
  
• Preferred:
  
  
  
  • Prior experience supporting Investor Relations or high-visibility external communications is a plus but not required.
  
  
  
  
• Personal Traits:
  
  
  
  • Highly organized, proactive, and adaptable to changing priorities.
  • Demonstrated initiative and ownership while consistently delivering high-quality outcomes.
  • Comfortable sharing ideas and perspectives, including offering constructive feedback when appropriate.
  • Motivated to learn and grow professionally with a mindset focused on continuous improvement.
  
  
  
  
• Cultural Add:
  
  
  
  • Brings a positive, solution-oriented approach to challenges.
  • Thrives in a dynamic, fast-paced environment and embraces collaboration across teams.
  
  
  
  
• Compliance:
  
  
  
  • 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 $110,000 - $150,000 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.