Executive Assistant

Vaxcyte•San Carlos, CA

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, organized, detail-oriented, and able to anticipate needs, prioritize workflows, and work effectively in an energetic, fast-paced environment. The role requires sound business judgment, excellent communication skills, discretion, professionalism, and the ability to understand broader organizational needs. The Executive Assistant will serve as a trusted partner and key coordinator, managing calendars and travel, supporting leadership meetings and team operations, coordinating communications and special projects, and collaborating with the broader Executive Assistant team. The position is based in San Carlos, California. The work arrangement may be onsite (at least four days per week), hybrid (at least three days per week onsite), or remote, and may be adjusted based on business needs, responsibilities, or company policy.

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/or experience may be considered.
Ability to respond to and support occasional off-hour requests.
Advanced knowledge of MS 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 constantly changing priorities.
Commitment to excellence and high standards, with attention to detail.
Strong organizational, problem-solving, and analytical skills, with the ability to manage priorities and workflow.

Nice To Haves

Experience in life sciences or biotech companies.

Responsibilities

Provide high-level administrative and strategic support to the CSO/COO and their leadership team.
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 leadership meetings, develop agendas, prepare materials, track follow-ups, and ensure timely completion of action items.
Coordinate domestic and international travel, 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, 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 priorities, deadlines, decisions, and follow-up items to support execution of leadership commitments.
Coordinate special projects and initiatives, including gathering information, conducting research, preparing materials, and coordinating stakeholders.
Collaborate with the broader Executive Assistant team to share information, coordinate priorities, provide coverage, and promote consistent ways of working.
Build collaborative relationships with Executive Assistants and business partners across functions and support cross-functional initiatives, including board meetings and investor relations matters, as needed.
Build strong 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.