Executive Assistant

Role overview

This is a full-time Executive Assistant position supporting three C-level leaders at Gaia’s Louisville, Colorado campus. The role sits in a fast-moving, collaborative environment and calls for someone who is highly organized, professional, dependable, and comfortable working in a mission-driven organization focused on conscious living.

What you will do

The Executive Assistant acts as a central point of coordination for the executives and handles a wide variety of administrative and operational tasks. The job includes calendar and travel management, presentation support, event coordination, documentation, office organization, and communication with internal and external stakeholders.

Key responsibilities

• Represent the company and its executives professionally when meeting visitors or speaking on their behalf.
• Handle incoming calls courteously and determine priorities with tact.
• Manage executive calendars in Microsoft Outlook, including scheduling and conflict resolution.
• Arrange travel for executives, board members, prospective hires, and other team members, and prepare itinerary summaries.
• Coordinate scheduling across departments and support cross-functional planning.
• Maintain and analyze data in Microsoft Excel, including data entry, pivot tables, VLOOKUP, and monthly expense or account reconciliation.
• Organize company events such as quarterly all-hands meetings, community gatherings, celebrations, and board meetings.
• Manage conference room and meeting space calendars.
• Create and update PowerPoint presentations and Excel documents.
• Build and maintain an efficient filing and documentation system.
• Support general office administration, including mail handling, package receipt, office supply inventory, proofreading, and research for company projects.
• Work with external vendors and the corporate facilities manager as needed.
• Keep the workspace and executive area neat and well organized.
• Take on other administrative tasks as assigned.

Requirements

• Bachelor’s degree.
• At least 5 years of direct Executive Assistant experience supporting C-level executives.
• Strong written and verbal communication skills, with solid English proficiency; bilingual ability is an advantage.
• Professional, upbeat, and courteous approach with clients, leaders, employees, and board members.
• Excellent organization, prioritization, and time management skills, with flexibility around shifting priorities and delays.
• Ability to work independently and take initiative.
• Strong troubleshooting skills and the ability to foresee and resolve issues early.
• High proficiency in Microsoft Office tools, especially Outlook, PowerPoint, Word, and Excel, plus Adobe Cloud and Google Docs; advanced Excel skills are a plus.
• Comfort using PCs, Macs, smartphones, and similar devices.
• Good internet and computer research skills.
• Ability to manage confidential information discreetly.
• Willingness to work some overtime.
• Genuine interest in Gaia’s content and mission is required.
• Must be able to work on campus in Louisville, Colorado.
• US citizenship or an existing work visa is required.
• Current Gaia subscriber status is strongly preferred.
• Non-smoker preference is specified.

Compensation

This is a salaried role with a pay range of USD 70,000 to USD 85,000 per year.

Perks and benefits

• Access to an on-site gym.
• Work from a solar-powered campus with hiking and running trails.
• Community garden and a labyrinth on site.
• On-site mostly organic café serving breakfast and lunch daily.
• Full-service espresso bar with locally roasted coffee.
• Medical coverage options, including preventive care, along with dental and vision benefits for full-time employees.
• 401(k) plan.
• Life insurance.

About the company

Gaia is a publicly traded media company based in Louisville, Colorado. It provides streaming content across a wide range of conscious-living topics, including truth-seeking, transformation, alternative health, and yoga, and serves members in more than 190 countries. The organization emphasizes purpose-driven work and a culture centered on expanding awareness and supporting a global conscious community.

Work environment

The role is designed for an in-person team member who thrives in a collaborative setting and is comfortable supporting multiple senior leaders while adapting to changing demands.