Role Description

As Executive Assistant, you will be an indispensable partner to the Co-Founders, ensuring they—and the broader Executive Department—operate at peak efficiency. You will be the orchestrator behind the scenes: managing complex calendars, anticipating needs before they arise, and ensuring every detail is flawlessly executed.

You pride yourself on precision, proactivity, and follow-through. You notice what others miss, close every loop, and thrive on bringing order to complexity. Scheduling and organization are not just tasks to you—they’re a craft you take pride in. In this role, you’ll shape ByHeart’s corporate cadence, coordinate critical meetings and events, and act as a trusted extension of the Co-Founders in interactions with employees, board members, and external partners.

This role is ideal for someone highly organized, solutions-oriented, and energized by making the people around them more effective. You’ll balance independent ownership with close collaboration, staying attuned to the fast-moving needs of a growing company. Because the role is dynamic, you must bring strong business judgment, exceptional communication skills, and the ability to interact seamlessly across functions. Flexibility, adaptability, and a consistent in-office presence (4 days per week) are essential.

Title: Executive Assistant to the Co-Founders

Reports To: ByHeart Co-Founders, Mia Funt (President) & Ron Belldegrun (CEO)

Location: New York, NY (In-office 4 days per week)

Role Responsibilities

(60%) SCHEDULING:

• Own and manage complex Co-Founders’ calendars with precision, balancing competing priorities and using sound judgment to make tradeoffs.
• Act as the gatekeeper and steward of time—protecting focus, prioritizing urgent matters, and providing clarity and context for all scheduling decisions.
• Coordinate and execute key company meetings and events including Board meetings, leadership sessions, all-hands, performance reviews, founder 1:1s, and internal celebrations.
• Partner closely with other Executive Assistants to maintain alignment.
• Maintain and continually refine the ByHeart corporate calendar, ensuring accuracy and anticipating cyclical planning needs.
• Prepare meetings end-to-end: set up rooms, test AV, manage screensharing, greet visitors, coordinate meals, and oversee logistics.

(20%) EXECUTIVE DEPARTMENT SUPPORT:

• Participate in meetings as a second set of eyes and ears—capturing notes, ensuring follow-ups are tracked, and driving accountability.
• Support execution of priority Exec Dept. projects such as company-wide retreats, quarterly town halls, and culture-building events.
• Develop polished materials including decks, templates, documents, and spreadsheets that are error-free and thoughtfully designed.
• Process expenses, support monthly financial reviews, and ensure administrative workflows run smoothly.
• Maintain accurate contacts databases and support ongoing stakeholder communications.
• Provide administrative support as needed: routing agreements, managing signatures, preparing links, and maintaining well-organized files.

(20%) CO-FOUNDER ENABLEMENT: 

• Anticipate Co-Founders’ needs for meetings, events, and travel—building itineraries, gathering prep materials, coordinating meals, and ensuring readiness.
• Build trusted relationships with internal team members, external partners, board members, and investors—representing the Co-Founders with professionalism and tact.
• Support external engagements including press interviews and partner meetings, ensuring seamless preparation and execution.
• Coordinate travel and logistics while keeping a close eye on efficiency and costs.

Attributes, Skills & Experience

• Experienced Executive Assistant with +10 years supporting C-Suite executives, board members, and investors, at a >200 person high-growth company
• Exceptional attention to detail: nothing slips past you. You take pride in flawless execution and view scheduling and coordination as high-value work that enables organizational success.
• Ultra-organized & reliable: you thrive in complexity, juggle multiple priorities with ease, and always follow through.
• Superior communicator: clear, tactful, and adaptable in both written and verbal communication. You can navigate nuance with diplomacy and confidence.
• Proactive problem-solver: resourceful and always a few steps ahead, you anticipate challenges and offer solutions before they’re needed.
• High integrity & discretion: you are trusted with sensitive information and consistently exercise sound judgment.
• Calm under pressure: you excel in a fast-paced, dynamic environment without sacrificing accuracy or quality.
• Team-oriented with strong EQ: you build relationships easily and enjoy supporting others’ success while enhancing the overall employee experience.
• Tech-savvy: proficient in Outlook, Slack, Dropbox, Adobe Acrobat Pro, DocuSign, DocSend, and other workflow tools.
• Design & presentation skills: skilled at building professional decks and materials that align with brand standards.
• In-office presence: able and willing to commute to the NYC office 4 days a week.

The minimum annual salary for this position is $140,000 and the maximum is $160,000. The salary range for performing this role outside of New York City will differ. Additionally, you will be eligible for a discretionary performance based annual cash bonus and to participate in our company’s equity program, plus our robust medical, dental, vision, retirement, and other benefits.