Executive Assistant

Viking Therapeutics, Inc.•San Diego, CA

19d

About The Position

The Executive Assistant (EA) is responsible for delivering high-level administrative support to the executive leadership team at a public biotech firm. Key duties include managing complex calendars, coordinating domestic/international travel, handling sensitive confidential communications, and serving as a liaison with board members, investors and external stakeholders. This position requires discretion, strong project management, and the ability to work in a fast-paced, regulated environment with an understanding of scientific/business goals to support seamless operations and executive focus. The EA is also responsible for oversight of the Administrative Assistant, providing guidance on clerical matters, assisting with greeting visitors and board members, coordinating events and correspondence, and organizing meetings. This role handles highly confidential and critical information, compiles and prepares materials for executive and external meetings and for board of director sessions. The position involves managing sensitive, high-level contacts within and outside the organization. The individual in this role must have excellent verbal and written communication and interpersonal skills, be exceptionally organized, demonstrate advanced time management abilities, and operate independently. Ultimately, the Executive Assistant enhances organizational efficiency by offering tailored and prompt support to the executive team.

Requirements

Bachelor’s degree preferred
Professional certification or equivalent experience in working with senior-level executives within and outside the company, customers, vendors and visitors
10+ years Executive Assistant experience supporting C-level executives in a biotech/life science, pharmaceutical or related industry
Has proven advanced knowledge of Word, Excel, PowerPoint, Outlook, DocuSign, Adobe Acrobat, Teams, and Zoom, and WebEx
Ability to exercise discretion and judgment regarding highly confidential internal and external communications and materials
Extreme attention to detail/accuracy and ability to work independently on a broad variety of projects. Excellent interpersonal and organizational abilities
Ability to anticipate, identify, and resolve problems in a timely manner
Ability to research, analyze, summarize, and report information in an effective manner
In depth knowledge of company operations required
Applies relevant skills and substantial understanding in a range of processes, procedures and systems to carry out assignments
Ability to perform various tasks simultaneously, while maintaining a professional and composed demeanor.
Adaptability to changing needs and situations
Ability to exercise judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions
Ability to learn basic technical, scientific and medical information as needed
Ability to make sound decisions and to work independently, in addition to being a proactive problem solver
Must be able to perform under pressure in a high paced environment where accuracy is essential
Must be able to work with all levels within the company in support of interdepartmental teams

Responsibilities

Manages and maintains executive schedules, including scheduling travel and conference attendance, makes appointments, and changes to appointments as needed
Acts as the point of contact among executives, employees, and other external partners to the CEO and other executives
Works closely with Investor Relations Team to schedule and assist with quarterly earnings calls/webcasts, schedule investor meetings and coordinate meetings at conferences.
Coordinates and executes events
Manages information flow in a prompt and accurate manner
Answers and directs communication to appropriate executives and parties, taking messages
Greets visitors and determines access to appropriate parties
Reads and analyzes submissions, letters, agendas, memos and determining significance; routing to appropriate person in a timely and efficient manner
Prints reports and presentations
Develops and uses historical information; provide retrieval of information
Prepares and submits expenses for reimbursement
Provides backup to the Administrative Assistant including front desk coverage as needed
Consistently maintains exemplary interpersonal relations
Performs tasks as necessary to facilitate the smooth administration of Viking’s business
Leads certain administrative projects
Other duties as needed