Executive Assistant

Position Summary

We are hiring an Executive Assistant to support both Yondr’s Founder and President, reporting to the EVP, Operations. The EA will manage calendars and travel, prepare for meetings and follow up on decisions and commitments.

The role also includes coordinating Yondr Presents, our phone-free live events, and managing assigned Operations projects. Based in Los Angeles, this full-time position requires in-person event support, occasional travel and some evening or weekend work.

Essential Duties and Responisibilities

Executive Support

• Manage both executives’ calendars, prioritize meeting requests and resolve scheduling conflicts. Allow time for preparation and travel, and reserve time for work that needs their attention.
• Review the week ahead with each executive, confirm meeting details and obtain any missing materials.
• Arrange domestic and international travel, prepare itineraries, manage booking changes and submit business expenses.
• Prepare agendas and briefing materials for leadership and board meetings. Record decisions and action items, confirm who is responsible and follow up on deadlines.
• Keep executives and colleagues informed of schedule changes and outstanding decisions. Raise delays or competing requests that need executive input.
• Handle correspondence and requests from colleagues, board members and external partners on the executives’ behalf, with discretion when handling confidential information.

Events and Yondr Presents

• Work with the EVP, Operations, the Entertainment team and production partners to plan Yondr Presents, leadership offsites and company gatherings.
• Research venues and vendors, compare quotes and availability, and coordinate bookings and requirements.
• Manage guest lists, invitations, event travel and materials. Distribute schedules and confirm responsibilities with the people involved.
• Track event spending against approved budgets, submit agreements and invoices for review, and follow up on payment deadlines.
• Prepare the run of show and contact lists. Support setup and guest arrivals, resolve issues on-site and reconcile costs after each event. Record any changes needed for future events.

Special Projects

• Manage assigned projects with the EVP, Operations, from planning through completion. Set out tasks and deadlines, confirm responsibilities and identify decisions requiring approval.
• Source vendors and partners for assigned Operations projects. Request proposals, compare fees, deliverables and timelines, and recommend a provider to the EVP, Operations.
• Coordinate with colleagues on project tasks and resolve outstanding items. Assignments may include preparing launch materials, organizing a pilot or introducing a new process.

Qualifications

• At least five+ years of experience as an Executive Assistant supporting senior leaders, including more than one executive at a time.
• Experience coordinating events, including venue or vendor arrangements and on-site support.
• Experience coordinating projects across departments and following up with colleagues to meet deadlines.
• Proficiency in Google Calendar, Docs, Sheets and Slides, including preparing presentations and maintaining budgets and project trackers.
• Strong written communication and discretion with confidential information. Able to handle routine requests independently and identify decisions that require executive input.
• Experience in live entertainment, cultural events or a founder-led company is helpful.

Yondr Benefits

• 100% paid medical coverage plan option for employees and access to 15+ plan types, including PPO, HMO and HDHP
• Dental and vision and ancillary benefits such as short-term disability, long-term disability and life insurance
• Generous PTO for rest and recharge throughout the year
• 12 weeks of paid parental leave
• 1 week paid holiday break at the end of December, for a company-wide closure + 11 additional nationally recognized holidays
• 401(k) offering
• Tech tool preference, including choice of PC or Mac.
• Hybrid employees receive catered lunch twice a week.