Who we are

At Mindbody, we power the world's fitness and wellness businesses and connect them with more consumers, more effectively, than anyone else. We believe that there are always ways to make ourselves, our teams, and our company better. We're driving the industry forward for everyone. 

About the right team member

We seek an energetic, organized Executive Assistant (EA) to support our VP of Customer Experience (CX) and other Mindbody and ClassPass leaders. Our ideal EA is excited to be a trusted partner for their leaders and a valuable liaison for their teams. We prefer a candidate with experience juggling various responsibilities, including but not limited to calendaring, purchase orders, event planning, note-taking, expense reporting, and making travel arrangements. 

About the role

• Maintain executive leaders’ schedules. Coordinate meeting requests and organizational meetings. 
• Serve as the first point of contact and triage all requests, and help streamline communications and other activities.  
• Prepare standard reports, memos, letters, correspondence, presentations, and other documents.  
• Manage and maintain travel arrangements, meeting registrations, and reservations.  
• Work with the VP of Customer Experience to plan and execute the annual “CX Week” -- a virtual week of CX employee recognition experiences. 
• Coordinate with Employee Experience teams to organize departmental offsite conferences and external events, including catering, lodging, and transportation.  
• Prepare agendas, take meeting minutes, and document follow-up items from meetings. 
• Process expenses and reimbursements, including reconciliation of credit card receipts. 
• Create Purchase Orders and track progress to ensure on-time approval and payment.  
• Assist with tracking and maintaining department T&E budgets. 
• Assist with onboarding new team members and ensure they have the needed resources to get started.  
• Assist with research and provide administrative support to special projects.  
• Occasional travel required.
• All other duties as assigned.

Skills & experience

• 3-5 years of experience as an EA, preferably in a fast-paced, dynamic environment. 
• Strong English proficiency required.
• Ability to tactfully interact with colleagues and customers and recognize the importance of building professional and positive working relationships.  
• Strong time management skills, ability to prioritize and use time effectively and efficiently.  
• Strong verbal and written communication skills, with the ability to communicate clearly and understandably.  
• Demonstrated ability to handle sensitive and confidential situations tactfully and diplomatically, maintaining confidentiality and professionalism.  
• Ability to compile, coordinate, and prepare reports.  
• Proven ability to pay attention to detail.  
• Exercises judgment within defined procedures and practices to determine appropriate action.  
• Proficient in communication technology and office software such as calendars, spreadsheets, and presentation applications. 
• Experience with Microsoft programs (Outlook, Word, Excel, PowerPoint, SharePoint) preferred. 
• Experience using Zoom meetings, with webinar and breakout room features, preferred. 

Related jobs

Executive Assistant, Creators Wasserman Dallas, United States

Executive Assistant, Games (Contract) Riot Games

Executive Assistant - Contract to Perm GameTime United States

Executive Administrative Assistant Major League Baseball New York, New York