Executive Assistant

Summary:

Vaxcyte is seeking a talented and experienced Executive Assistant to provide administrative support to the Chief Scientific Officer & Chief Operating Officer.  The ideal candidate has a natural passion for learning, enjoys taking on new tasks and projects, has an eye for perfection, and excels in an energetic, fast-paced environment while being able to understand big picture needs. This individual must be a self-starter, who is proactive, well-organized, anticipates needs and prioritizes tasks, and has a high degree of poise, emotional intelligence and professionalism. Strong business judgment with excellent communication skills is essential. The candidate will be a strategic partner bringing everything together, from calendaring and travel, team support, and prioritizing workflows.

Essential Functions:

• Provide high-level administrative and strategic support to the CSO/COO and his leadership team, serving as a trusted partner and key point of coordination.
• Manage complex calendars, prioritizing meetings and commitments, resolving scheduling conflicts, and ensuring the Executive is prepared for key engagements.
• Partner with the CSO/COO Chief of Staff to coordinate and facilitate leadership meetings, including developing agendas, preparing materials, tracking follow-ups, and ensuring timely completion of action items.
• Coordinate domestic and international travel arrangements, itineraries, and expense reporting, ensuring seamless execution and adherence to company policies.
• Act as a central point of contact between the Executive and their leadership team, cross-functional executives, employees, and external partners, ensuring timely and effective communication.
• Support leadership team operations, including meeting cadence, team communications, leadership events, and other department-wide initiatives.
• Plan team building and offsite social events for department and team meetings.
• Support Executive level onsite meetings with catering arrangements.
• Handle confidential and sensitive information with a high degree of discretion, professionalism, and sound judgment.
• Anticipate the needs of the Executive and proactively identify opportunities to improve organization, efficiency, and effectiveness.
• Track key priorities, deadlines, decisions, and follow-up items to help ensure execution against leadership commitments.
• Coordinate special projects and initiatives on behalf of the Executive, including gathering information, conducting research, preparing materials, and coordinating across stakeholders.
• Collaborate closely with the broader Executive Assistant team to share information, coordinate priorities, provide coverage and support, and promote consistent and effective ways of working across the organization.
• Build strong, collaborative relationships with Executive Assistants and business partners across functions, contributing to a connected and high-performing administrative community and supporting cross-functional initiatives, such as board meetings and investor relations matters, as needed.
• Build strong working relationships across the organization and represent the Executive and their organizations with professionalism and a high level of service.
• Perform other duties and special projects as assigned.

Requirements: 

• Bachelor’s Degree with at least 10+ years’ experience in an administrative role supporting a C-level Executive. Experience in life sciences/biotech companies a plus. Other combinations of education and/or experience may be considered.
• Ability to respond to and support occasional off-hour requests given the Executive’s aspects of role.
• Advanced knowledge of MS Office including Outlook, Word, Excel and PowerPoint; strong calendar and travel management skills and experience.
• Strong interpersonal skills, with excellent written and verbal communication skills.
• Ability to effectively communicate with people at all levels and from various backgrounds.
• Versatility, flexibility, resilience and a willingness to work within constantly changing priorities with passion and enthusiasm.
• Commitment to excellence and high standards with attention to detail.
• Strong organizational, problem-solving and analytical skills; able to manage priorities and workflow.