Administrative Assistant - Pleasanton, CA

About the position This role partners closely with the Executive Assistant to Sales & Marketing to support new hire onboarding, training programs, and ongoing sales and marketing operations. The position manages logistics, inventory, communications, and creative support across events, internal communications, and field enablement, ensuring a seamless experience for sales and clinical teams. It also provides broad administrative and project support to Sales and Marketing leadership, contributing to efficient execution of meetings, events, and cross‑functional initiatives.

Responsibilities

• Partner with the Executive Assistant to Sales & Marketing in the following areas
• Assist with New Hire Training meeting planning and execution including onsite catering/dinner reservations, booking team building activity, supply ordering, coordinating with product marketing for demo station materials, hotel room block accommodations, onsite room set up/tear down, logistics email sent to all attendees, point of contact for new sales hires
• Maintain inventory of sales swag items, work with EA on re ordering items as needed
• Assemble sales welcome kits for newly-hired Sales Representatives/Clinical Specialists, shipping Calyxo swag, thyroid shields, etc. to home addresses. Maintain waiting list when supplies are depleted
• Order scrub sets for newly hired sales/clinical employees once per month and ship to home addresses
• Place business card orders for newly hired sales employees, and business card replacement orders once per month
• Order name tags for new sales hires once per month and ship to home addresses
• Update and maintain company intranet on SharePoint.
• Partner with marketing managers on projects related to communication, social media and event planning/execution. Assist with creation support, i.e; Powerpoint, Canva, Adobe Illustrator
• Create and publish monthly Spotlight newsletter
• Create and design biography graphics for bi-annual Sales Meetings.
• Maintain marketing collateral for home office inventory, order when necessary, ship to field sales upon request
• Assist Marketing team with set up arrangements for Annual Meeting
• Assist Marketing/Sales leadership with general administrative support (calendar support, expense report filing (Concur), shipping materials, booking travel/lodging, pulling contact reports, etc)
• Assist Marketing team and EA with with event planning and execution. Fill in for Executive Assistant when out of the office, managing calendar requests, travel, catering and any other ad hoc requests.
• Prepare expense reimbursement for physicians attending Calyxo events, tracking and following up on their reimbursements

Requirements

• Education: Bachelors Degree or equivalent relevant experience
• 2+ years experience
• Work location: Pleasanton, CA
• Travel: Possibly 10%
• Full time employment
• Knowledge of Microsoft Office, graphics software, calendar management (Outlook) required.
• Collaborative personality with the ability to multi task and handle multiple requests from across the organization. Ability to assess and recommend options and alternatives for completing assignments efficiently
• This position requires the employee to work in the headquarters, located in Pleasanton, four days a week with the fifth day as a remote work option, pre- arranged and approved by your manager.
• Compliance with relevant county, state, and Federal rules regarding vaccinations.

Benefits

• A competitive base salary of $55,000 - $65,000 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

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