Executive Assistant (biotech experience required - Contract)

Septerna•South San Francisco, CA

13d•$60 - $72•Onsite

About The Position

We are seeking a highly proactive and detail-oriented Executive Assistant to support four senior leaders across Development Sciences, Drug Discovery, Biological Sciences, and People & Culture. This role serves as a critical partner to executives, managing complex calendars, coordinating high-impact meetings and travel, and acting as a key liaison to scientific advisors, KOLs, and external partners. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and ensures leaders are fully prepared for all engagements. This individual will also play an important role in driving operational excellence, supporting cross-functional initiatives, and contributing to a strong, collaborative company culture.

Requirements

10+ years of administrative or operational experience, ideally in a startup or growing company environment.
Advanced Microsoft Office suite skills and familiarity with other technologies for automating or organizing workflows.
Ability to manage various administrative responsibilities with a keen eye for detail.
Demonstrates professional and effective communication both internally and with external stakeholders.
Flexibility and ability to learn and adapt to a fast-paced and evolving work environment.
Ability to take on new responsibilities, including supporting executives with key strategic initiatives.
Ability to work both independently and in a team environment.
Initiative-taking mindset and approach to anticipate executive needs and help prepare them for success.
Experience in a biotech or pharma company a plus.
Experience supporting sr. executives who report to the CEO required.

Nice To Haves

Notary Public certification a plus

Responsibilities

Proactively coordinate and schedule CEO direct reports executive meetings. Manage and prioritize dynamic executives’ schedules for - 4 SVPs in Development Sciences, Drug Discovery, Biological Sciences, and the Chief People Officer.
Proactively manage executives’ team engagement activities, such as their and their respective teams' group meetings, such as leadership team meetings, advisory meetings, research updates, team offsites, as well as teams’ participation at external medical, scientific, and research conferences and presentations on behalf of Septerna.
Serve as a front-line point of contact to liaise with key stakeholders, including Septerna’s Scientific Advisors, Key Opinion Leaders (KOLs), and current and potential Contract Research Organizations (CROs).
Schedule and coordinate Scientific and Medical Advisory meetings and panels and ensure meeting logistics run smoothly.
Process intellectual property documents – coordinate with the IP attorney to complete them with signatures and notarization for various patents. Manage internal IP document filing .
Help keep executives well-prepared and informed about upcoming commitments by proactively mentioning key activities for the day or week. Ensure executives have all the necessary information in advance (e.g., printed copies of resumes before interviews, etc.).
Proactively organize and coordinate all domestic and international travel arrangements. Prepare travel itineraries and other information needed to make the executive’s experience run smoothly. Be available to address any issues or needs that may come up related to their travel. Timely prepare expense reports post-travel.
Draft clear, professional emails and memos with meticulous attention to detail, especially with key external stakeholders, KOLs, scientific advisors, etc.
Streamline and improve operational processes and tasks to effectively schedule meetings, track, and file documents, etc. Work with Project Management to ensure meetings are timely and with the appropriate attendees and agendas.
Work with executives and the People & Culture team to ensure all new hire onboarding preparation is completed, including ensuring orientation schedules are prepared, computer access is provided, workspace is set up, etc.
Participate in the company social committee to help coordinate important cultural company events, including monthly happy hours and other events throughout the year, such as holiday parties, volunteer events, etc.
Collaborate with People & Culture, Facilities, and the Technology team to ensure company All-Hands meetings are effectively set up and run smoothly behind the scenes.
Collaborate with People & Culture to ensure interviewing candidates have printed schedules and a point of contact to help them with their needs, including lunch coordination with Forkable if required.
Back up CEO COO, CFO and CLO Sr. Executive Assistant by working closely to provide top-notch administrative support to Septerna’s leadership team, including additional projects, coverage when EA is out of the office, and backup support for Board of Directors meetings and dinner events.
Support other administrative projects and needs as needed.