Executive Assistant

Vaxcyte•San Carlos, CA

4d•$126,000 - $148,000

About The Position

Vaxcyte is seeking a talented and experienced Executive Assistant to provide administrative and strategic support to the Chief Scientific Officer and Chief Operating Officer and their leadership team. The ideal candidate is proactive, well-organized, detail-oriented, and able to anticipate needs, prioritize tasks, and thrive in an energetic, fast-paced environment. The role requires professionalism, emotional intelligence, strong business judgment, and excellent communication skills. The Executive Assistant will serve as a strategic partner, coordinating calendars and travel, supporting the leadership team, and helping prioritize workflows.

Requirements

Bachelor’s degree and at least 10 years of experience in an administrative role supporting a C-level Executive; other combinations of education and experience may be considered.
Ability to respond to and support occasional off-hour requests.
Advanced knowledge of Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Strong calendar and travel management skills and experience.
Strong interpersonal skills and excellent written and verbal communication skills.
Ability to communicate effectively with people at all levels and from varied backgrounds.
Versatility, flexibility, resilience, and willingness to work with changing priorities.
Commitment to excellence and high standards, with attention to detail.
Strong organizational, problem-solving, and analytical skills, including the ability to manage priorities and workflow.

Nice To Haves

Experience in life sciences or biotechnology companies.

Responsibilities

Provide high-level administrative and strategic support to the CSO/COO and leadership team, serving as a trusted partner and key point of coordination.
Manage complex calendars, prioritize meetings and commitments, resolve scheduling conflicts, and prepare the Executive 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 action items are completed on time.
Coordinate domestic and international travel arrangements, itineraries, and expense reporting in accordance with company policies.
Serve as a central point of contact between the Executive, leadership team, cross-functional executives, employees, and external partners.
Support leadership team operations, including meeting cadence, team communications, leadership events, and department-wide initiatives.
Plan team-building and offsite social events for department and team meetings.
Arrange catering for Executive-level onsite meetings.
Handle confidential and sensitive information with discretion, professionalism, and sound judgment.
Anticipate the Executive’s needs and identify opportunities to improve organization, efficiency, and effectiveness.
Track key priorities, deadlines, decisions, and follow-up items to support execution of leadership commitments.
Coordinate special projects and initiatives for the Executive, including gathering information, conducting research, preparing materials, and coordinating across stakeholders.
Collaborate with the broader Executive Assistant team to share information, coordinate priorities, provide coverage and support, and promote consistent ways of working.
Build collaborative relationships with Executive Assistants and business partners across functions, contribute to the administrative community, and support cross-functional initiatives such as board meetings and investor relations matters as needed.
Build working relationships across the organization and represent the Executive and their organizations professionally and with a high level of service.
Perform other duties and special projects as assigned.