Executive Assistant (On-site)

Executive Assistant

Department: Business Administration

Reports To: CEO

Location: Santa Barbara, CA (HQ + Warehouse Operations, On-Site)

Employment Type: Full-Time

Pay Range: $90,000 - $120,000 annually

About Intake Breathing

Intake Breathing is a DTC health and wellness startup helping people breathe better through our subscription-based nasal breathing device. As we continue to grow, we're looking for an Executive Assistant who can help our CEO stay focused on the highest-impact priorities while ensuring the business operates smoothly.

The Role

The Executive Assistant serves as the primary support partner to the CEO. You'll manage the CEO's calendar, travel, meetings, and communications while helping coordinate key projects, company initiatives, events, and workplace operations.

This role is ideal for someone who is highly organized, proactive, and enjoys creating order in a fast-paced environment.

• Manage the CEO's calendar, travel, meetings, and priorities
• Serve as the primary point of contact for internal and external stakeholders on behalf of the CEO
• Coordinate complex scheduling across multiple time zones and stakeholder groups
• Prepare agendas, presentations, reports, briefing materials, and executive communications
• Draft, edit, and proofread correspondence, presentations, and meeting materials
• Screen and prioritize incoming communications, requests, and meeting invitations
• Manage domestic and international travel arrangements, including itineraries, accommodations, and expense reporting
• Coordinate board, investor, leadership, and external partner meetings as needed
• Attend meetings, capture notes, and track follow-up actions to completion
• Handle confidential and sensitive information with the highest level of discretion
• Maintain executive files, records, and documentation in an organized and accessible manner
• Anticipate the CEO's needs and proactively identify opportunities to improve efficiency and effectiveness
• Support personal administrative tasks and special projects as assigned
  

• Support strategic projects, planning activities, and leadership initiatives
• Track deadlines, deliverables, and cross-functional priorities
• Coordinate company events, offsites, leadership meetings, and team gatherings
• Manage project plans, meeting cadences, and status updates for key initiatives
• Assist with vendor coordination, contract administration, and invoice tracking
• Prepare reports, dashboards, and summaries for leadership review
• Help streamline processes and implement operational improvements across the organization
• Coordinate logistics for company-wide communications, trainings, and special events
• Support recruiting coordination, onboarding activities, and other administrative functions as needed
• Partner with leaders across the organization to ensure projects remain on track and stakeholders stay informed

What We're Looking For

• 5+ years supporting senior executives or business leaders
• Strong calendar management and travel coordination experience
• Excellent organization, communication, and follow-through
• Ability to manage multiple priorities independently
• High level of professionalism and confidentiality
• Based in Santa Barbara or willing to relocate

Nice to Have

• Experience supporting founders, CEOs, or executive leadership teams
• Experience coordinating strategic projects or company initiatives
• Experience with workplace, facilities, or office operations
• Familiarity with Google Workspace, Slack, Asana, Notion, or similar tools

Why This Role

You'll work closely with the CEO and play a key role in helping the business stay organized, aligned, and moving forward. Success in this role means keeping priorities on track, creating operational efficiency, and helping the company scale effectively.

Additional Information

• This position is based on-site in Santa Barbara, California and requires regular presence at both our headquarters and SB warehouse location.
• Employment is at-will and may be terminated by either party at any time, with or without cause or notice.
• Reasonable accommodations will be provided in accordance with applicable law.
• We are an equal opportunity employer and consider all qualified applicants without regard to race, color, religion, sex, gender identity or expression, sexual orientation, age, disability, medical condition, genetic information, marital status, military or veteran status, or any other status protected under California or federal law.