Essential Functions:

• Key Responsibilities in supporting the President and CFO:
• Optimize and ensure executive’s preparation and effectiveness.
• Arrange and manage all aspects of travel for the executive, including flights, hotels, ground transportation, and detailed itineraries.
• Process and managed executive’s expense reports.
• Proactively and strategically manage executive’s calendar, prioritize and update based on solid understanding of the context for requests.
• Manage calendaring and logistics of Audit Committee meetings.
• Understand and help prioritize key strategic initiatives and tasks; assist executive in managing and addressing outstanding to-dos and requests.
• Represent Vaxcyte to and developed relationships with several external constituents.
• Attend important meetings, take detailed minutes, and distill critical takeaways from discussions. Provide the executive with a concise summary and actionable plan, ensuring timely follow-up on all assigned action items.
• Collaborate with executive to manage strategy for and calendaring of executive’s direct report 1x1 meetings, skip-level meetings, G&A leadership team meetings, all-G&A meetings, among others.
• Manage logistics for and collaborate with Associate to the President & CFO to plan executive’s offsite meetings, including G&A leadership team and all-G&A meetings.
• Liaise with executive assistants and others at organizations for which the executive serves as a director and committee member to manage Board and Committee meeting and 1x1 meeting calendar requests, travel logistics and expense reimbursements.
• Manage the company’s corporate relationship with United Airlines, including serving as point person with airline representative, tracking spend levels and managing utilization of points program for employees.
• Key Responsibilities in supporting the Sr. VP, Corporate Communications & Investor Relations:
• Meeting and travel coordination, including the processing of expense reports.
• Support the planning and logistics of internal employee engagement and Culture Club activities.
• Schedule and coordinate the logistics of monthly All Employee Meetings (AEM).
• Initiate, process, and manage contracts via our internal contract management system, Iron Clad, open requisitions and purchase orders via our internal system.
• Provide back-up support to the IR team should calendaring and logistics support be needed.
• Own the ongoing management of the corporate calendar, which includes a comprehensive look at events across IR, all Board meetings, earnings dates, etc. Will require collaboration with the other EAs to complete.
• Keep a pulse on daily agendas and immerse yourself in their priorities – planning days in advance to ensure the right information, people, etc. are prepared and engaged.
• Build cross-functional relationships at all levels of the Company to ensure understanding of the business, leaders and workflow.
• Collaborate and partner closely other EAs regarding company-wide activities, investor relations meetings, cross-functional meetings, etc. and the Associate to the President & CFO.
• Develop an understanding of the team and field requests from all contacts, making a point to be available and approachable.
• Highly motivated and proactive, with the ability to work independently, anticipate needs, and take initiative to solve problems in a fast-paced environment.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Demonstrate composure and flexibility, regardless of competing priorities.
• Find new and efficient ways to create work processes to help maximize your executives’ time, including weekly reporting, goal-tracking and team meetings.

Requirements:

• Bachelor’s Degree with 10+ years’ experience in an administrative role supporting a C-level Executive.
• Public-company CFO/Investor Relations support experience is a significant plus.
• Experience in life sciences/biotech companies a plus.
• Ability to be on-site as required for the role; expectation is starting at an average of 3 days per week but may grow to 5 days per week, based on business needs.
• Ability to respond to and support occasional off-hour requests given public company executive and investor relations 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.