Executive Assistant

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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.

Equal Opportunity

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.

Recruitment Fraud Notice

Please be aware of fraud or scams from individuals, organizations and/or internet sites claiming to represent Vaxcyte in recruitment activities. Vaxcyte has an established recruitment process for all positions prior to issuing an offer for employment and we will never extend unsolicited employment offers or ask candidates to provide financial or sensitive personal information as part of the application process. All legitimate communication from Vaxcyte will come from an official @vaxcyte.com email address. Qualified and interested candidates should apply to current openings at vaxcyte.com/careers.