Executive Assistant to the Co-Founders at ByHeart

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

31 Dec, 25

Salary

160000.0

Posted On

02 Oct, 25

Experience

10 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Assistant, Scheduling, Organization, Communication, Problem-Solving, Attention to Detail, Teamwork, Tech-Savvy, Presentation Skills, Discretion, Adaptability, Time Management, Relationship Building, Logistics Coordination, Project Management

Industry

Food and Beverage Manufacturing

Description

ByHeart is an infant nutrition company built from the ground up to deliver real innovation on behalf of babies and parents. Our mission is simple: make the best formula in the world. That’s why we studied the latest breast milk science, worked directly with suppliers we know and trust, set uncompromising quality standards, developed our own small batch blending process, built our own manufacturing facilities, and conducted a groundbreaking clinical trial. Our goal is to create a future where all parents feel amazing about feeding their baby—no matter how they do it. When we launched our Whole Nutrition Infant Formula in March 2022, we were the first new U.S infant formula manufacturer in 15 years. Since then, we’ve been leading the way in a lot of ways. We’re… The only U.S.-made infant formula to use organic, grass-fed whole milk The first and only U.S. infant formula company to add the two most abundant proteins found in breast milk—alpha-lac and lactoferrin—to our ingredients list The first infant formula company to receive Clean Label Project’s Purity Award (and we test for 700 contaminants vs the required 400) We ran the largest clinical trial by a new infant formula brand in 25 years—clinically proving our benefits vs a leading infant formula like: Less spit up Softer poops Easier digestion More efficient weight gain Enhanced nutrient absorption Longer stretches between nighttime feeds* ByHeart has rapidly emerged as a leader in infant nutrition, fortifying the domestic supply chain by owning end-to-end manufacturing in 3 US facilities and ranking in the top 10% of the U.S. infant formula category within just one year. Strategic partnerships with retailers like Walmart and Whole Foods have expanded access to their premium, science-backed formula, now available in over 70% of U.S. stores. With >$400M in funding, we’re shifting the industry forward—and this is just the beginning. Help us build a future where all parents can feel amazing about feeding, by joining our growing team of >300 people that stretches across the country. We're proud to offer competitive, family-first benefits, including but not limited to: Health insurance for the whole family: medical, dental, & vision insurance covered 100%, with 90% coverage for your family. Flexible paid time off: plus 12+ company holidays, and 2 floating holidays to use at your discretion! 16-weeks of fully-paid parental leave and new parent support: free 1-year supply of formula, cozy feeding suites, and paid pumping time. Up to 6% 401(k) Match to help you plan for your future. Company equity for every employee: because when we succeed, we succeed together! Visit our site to learn more, and check out some recent press on ByHeart: Entrepreneur: The Illusion of the Shelf – The Driving Force Behind Infant Formula Shortages, and What Needs to Change Forbes: A Startup Wanted To Make A Better Baby Formula. It Took Five Long Years. Business Insider: ByHeart Announces Published Data in a Scholarly Journal on Benefits of The Novel High Quality Protein Blend in Their Groundbreaking Next-Generation Easy to Digest Infant Formula Axios: Infant formula maker ByHeart raises $95 million BabyCenter: 2024 Best formula for Breastfed Babies New Modern Mom: The Clean Formula Moms Are Loving *based on data from infants at approximately 4 months of age 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. We’re excited about your interest in joining ByHeart! Our Talent Acquisition team reviews applications in the order they are received and will reach out directly to schedule interviews. We kindly ask that you refrain from contacting hiring managers or current employees directly. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Responsibilities

As an Executive Assistant, you will manage the Co-Founders' complex calendars and coordinate critical meetings and events. You will also support the Executive Department by capturing notes in meetings and developing polished materials.