Executive Assistant

Vaxcyte, Inc.; San Diego (CA); Hybrid; USD 126,000 - 148,000; Full time

Job summary

Vaxcyte, Inc. in San Carlos, CA is seeking an experienced Executive Assistant to support the Chief Scientific Officer and Chief Operating Officer.

The role demands a proactive, highly organized professional who can manage complex calendars, coordinate domestic and international travel, and act as a central point of contact for the leadership team. You will partner with the CSO/COO Chief of Staff, prepare materials, track action items, and help drive efficient operations across the executive

Qualifications

• Bachelor’s degree required; 10+ years in admin roles supporting C-level executives preferred.
• Advanced MS Office skills (Outlook, Word, Excel, PowerPoint) with strong calendar and travel management.
• Excellent written and verbal communication; ability to interact with diverse stakeholders.

Responsibilities

• Provide high-level administrative and strategic support to CSO/COO and leadership team.
• Manage complex calendars and scheduling; resolve conflicts and prep for engagements.
• Coordinate leadership meetings, agendas, materials, follow-ups, and action items.
• Arrange domestic and international travel and handle expense reporting.
• Serve as central point of contact between executive and stakeholders; ensure timely communication.
• Support team operations, meetings, events, and cross-functional initiatives.
• Coordinate special projects and provide cross-functional collaboration.
• Represent executives professionally and maintain discretion with sensitive information.

Skills

Executive support

Calendar management

Travel planning

Cross-functional collaboration

Problem solving

Communication skills

Education

Bachelor’s Degree

Tools

MS Office

PowerPoint

Travel booking tools

Job description

Join our Mission to Protect Humankind!

Vaxcyte is a clinical-stage vaccine innovation company engineering high-fidelity vaccines to protect humankind from the consequences of bacterial diseases, which have serious and costly health consequences when left unchecked. Working to eradicate or treat bacterial infections such as invasive pneumococcal disease, Group A Strep, and Shigella is just the beginning. Our path to success is clear and well-defined, and Vaxcyte is set up to go the distance.

WHAT we do is every bit as important as HOW we do it! Our work together is guided by four enduring core values:

*RETHINK CONVENTION: We bring creative and intellectual diversity to every facet of the work we do in order to innovate and re-innovate the way vaccines are delivered.

*AIM HIGH: We embody our collectively audacious goal to courageously make the most complex biologics ever attempted to protect humankind.

*LEAD WITH HEART: Everyone leads at Vaxcyte with a kindness-first, inclusive approach to collaboration and vigorous debate that advances our business objectives.

*MODEL EXCELLENCE: The magnitude of our challenge requires our shared commitment to demonstrating integrity, accountability, equality and clarity across communications and decision making.

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.

Reports to: Chief Scientific Officer & Chief Operating Officer

Location: San Carlos, CA

Work Arrangement (may be adjusted based on business needs, job responsibilities, or changes to company policy):
Onsite (minimum of 4 days per week onsite) / Hybrid (minimum of 3 days per week onsite) / Remote

Compensation:
The compensation package will be competitive and includes comprehensive benefits and an equity component.

Salary Range: $126,000 – $148,000

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.