Role Responsibilities

• Manage co-founders’ schedules
  • Book and confirm meetings
  • Send calendar invites with proper video conferencing as needed
  • Coordinate agendas and attendance with internal and external participants
  • Facilitate the execution of key calendar events including, but not limited to, performance management reviews, board of directors meetings, advisory board meetings, and leadership meetings
• Prepare materials and presentations for meetings as assigned
• Coordinate co-founders’ travel and logistics, monitor travel costs, and work with accounting to confirm folios & receipts
• Support founders with paperwork and miscellaneous administrative tasks
  • Prepare contracts using company templates
  • Route final agreements for Founders’ signature following company policy
• Process and complete expense reports, coordinate with Finance Department on Executive G&A budgets, support accounting admin
• Join meetings, take thorough notes, and coordinate follow-ups
• Complete executive office tasks as assigned by Chief of Staff including, but not limited to, leadership meeting agendas, strategic framework templates, company-wide engagement planning & announcements
• Facilitate press engagements on behalf of Founders, coordinating briefs and interview set ups as needed
• Partner with brand team to oversee and execute on gifting program to key stakeholders on behalf of founders including investors, board of directors and other friends & family
• Maintain Founders’ contact database to support relationships and ongoing communications
• Provide general administrative support, including providing copies, maintaining files and updating shared files on the server
• Coordinate as needed on behalf of executive department with 3rd party vendors, consultants and agencies across all departments
• Manage office and restock office and kitchen supplies, tidy and organize common spaces, coordinate with building staff/outside vendors as needed
• Translate meeting conduct pain points on behalf of founders into hardware/software solutions with the IT department
• Answer reception line for founders’ guests, assist in handling emails, and sort, open and file mail
• Set up meeting rooms and welcome and direct visitors
• Other duties as assigned

Skills & Qualifications

• Bachelor’s degree from a four-year college or university
• Experienced executive assistant with 5 years of experience supporting C-Suite or VP level executives
• Solid organizational skills with exceptional attention to detail and etiquette
• Superior verbal and written communication skills, with an emphasis on tact and diplomacy, both internally and externally
• A positive and engaging attitude, with a strong sense of ethics and integrity
• Problem solver who is adaptable and forward-thinking
• Strong mindset for continuous improvement and enhancing the employee experience
• Comfortable rolling up your sleeves to get things done in a high-growth environment
• Techsavvy – familiarity with Outlook, Slack, Dropbox, Adobe Acrobat Pro, DocuSign, DocSend and other administrative efficiency tools
• Proficient design skills – ability to prepare elevated company materials, such as PowerPoint decks, using ByHeart branding, graphic designs skills a plus but not required
• Experience in / passion for babies’ health and the parent landscape
• Ability & willingness to commute in-office to NYC

To apply for this position, please email your CV to nora@byheart.com