Executive Assistant at FIGS in Santa Monica, CA

Job description

• FIGS is seeking an experienced, LA-based Executive Assistant to assist multiple members of our Executive Team. In this role, you will support FIGS’ executives with a variety of tasks. The ideal candidate is an extremely organized individual who loves helping others and thrives in a fast-paced environment.
• The Executive Assistant must be creative, nimble, solutions-oriented, and enjoy working within a high-growth, entrepreneurial environment that is mission-driven, results-driven, and community-oriented.
• The ideal individual will be a proactive thinker and have the ability to exercise good judgment, with strong written and verbal communication, administrative, planning, and organizational skills, and the ability to maintain a realistic balance among multiple competing priorities.
• The Executive Assistant will have the ability to work independently on projects, from conception to completion. The ideal candidate will also thrive when operating under pressure and will be able to handle a wide variety of confidential matters with discretion.

Responsibilities

• Proactively manage Executives’ complex and ever-evolving calendars, seamlessly coordinating meetings, appointments, and domestic and international travel to optimize time and priorities.
• Serve as a strategic gatekeeper for email, phone, Zoom and in-person communications, ensuring professional, timely, and thoughtful handoffs and follow-through.
• Prepare, format, and refine internal and external communications, including memos, correspondence, presentations, and reports, with a high level of accuracy and attention to detail.
• Coordinate and execute all logistics for on-site meetings and events, including room setup, catering, preparation of digital and hard-copy materials, and pre-meeting technology testing to ensure a flawless experience.
• Attend meetings as needed to capture detailed notes, track action items, and drive follow-up on key decisions and deliverables.
• Prepare reports, expense documentation, and other materials to support Executive decision-making and operational needs.
• Provide support to members of the Executive’s team, including coordination of larger team meetings, travel arrangements, and related logistics.
• Partner with Facilities to support office operations and ensure a well-organized, efficient workplace environment.
• Lead and execute special projects on behalf of Executives, managing timelines, stakeholders, and deliverables with discretion and accountability.
• Manage budget tracking, expense reporting, and vendor relationships as needed.
• Collaborate cross-functionally, including partnering with HR to plan and coordinate company-wide initiatives, events, and employee engagement activities.
• Act as a trusted partner to Executives, anticipating needs, identifying potential conflicts, and proactively proposing solutions before issues arise.
• Represent the Executives and the company with professionalism in interactions with external partners, customers, and stakeholders.
• Support crisis management or urgent matters with composure, flexibility, and sound decision-making.

Requirements

• Minimum 5+ years of experience supporting senior executives, with demonstrated success supporting multiple C-level leaders simultaneously in a complex, fast-paced environment.
• Strong project management capabilities, with the ability to drive initiatives forward, track deliverables, and ensure timely execution
• Exceptional attention to detail and accuracy, with a commitment to producing high-quality work
• Outstanding organizational and time-management skills, with the ability to anticipate needs and proactively solve problems
• Excellent verbal and written communication skills, with confidence interacting with senior leaders, Board members, and external stakeholders
• Advanced proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word) and Google Workspace; experience with Asana or similar project management tools preferred
• Flexibility and willingness to support occasional evening and weekend needs, as business priorities require
• Demonstrated ability to remain composed under pressure and adapt quickly in a dynamic, public-company environment
• REQUIRED: Must be able to work out of FIGS Santa Monica office

Skills

Required

• Strong project management capabilities

Benefits

• Pay Range
• At FIGS, your base salary is one part of your total compensation package. This role's base salary range is between $90,000 and $105,000. Actual base salary is determined based on a number of factors, including but not limited to your relevant skills, qualifications, and years of experience.
• Additional Compensation and Benefits
• Equity: FIGS provides a discount when purchasing FIGS stock voluntarily through our FIGS Employee Stock Purchase Plan
• Comprehensive benefits and perks package focused on your well-being, including premium medical, dental and vision coverage, and full access to wellness services through Breethe and Classpass. 100% FIGS-sponsored life insurance and disability insurance
• Amazing 401(k) program, with a company match up to the first 6% of your contribution
• Generous paid time off - We have 12 company holidays. For salaried team members, we offer flexible vacation. For our hourly team members, we offer up to 3 weeks of accrued vacation
• Meaningful time away for baby bonding, including parental leave, new parent care meals, and a transition back to work for primary caregivers
• FIGS sponsored Uber Eats voucher for in-office weeks
• Personalized discount code for 50% off all FIGS products, along with a separate code to share with family and friends to enjoy a 25% discount site-wide
• Access to FIGS Vet, Discounted Pet Daycare, Discounted Pet Insurance, and so much more…
• *Benefits eligibility is determined by hour requirements and length of service