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Vertex Ventures HC
Vertex Ventures HC

Executive Assistant (Biotech)



South San Francisco, CA, USA
Posted on Sunday, March 3, 2024
The Company
Septerna is a biotechnology company with a vision to become the industry-leading G protein-coupled receptor (GPCR)-focused drug discovery company, and a mission to develop life-changing medicines for patients. The company’s Native Complex™ Platform recapitulates GPCRs with their native structure, function, and dynamics outside of the cellular context. This approach enables access for the first time to modern structural and screening technologies used in industrial-scale drug discovery for the entire class of GPCRs. Septerna has an emerging pipeline of GPCR-targeted small molecule programs with growth potential to reach many GPCRs that have been undruggable and unexploited to date. Septerna was launched by scientific founders who have made groundbreaking GPCR discoveries and by founding investor Third Rock Ventures. For more information see: www.septerna.com.
Join a multidisciplinary team of colleagues focused on creating revolutionary medicines to address significant needs of patients. Bring your real self to work every day; grow and learn from a talented team of drug hunters, scientists, and business professionals, and contribute your passion, creativity, and energy to our mission. At Septerna we embrace diversity of thought, expertise, and background. We share a fearless pursuit of ground-breaking innovations, and our employees learn from each other and succeed as a team.
The Executive Assistant performs various complex and confidential administrative related functions in support of corporate level personnel/functions as assigned. Serves as primary point of operational and administrative support for the Executive Leadership Team member of the designated department. Coordinates meetings, activities, and events; performs various administrative functions; and assists with other administrative functions as needed and directed by the Executive Leadership Team. This position will report to the Chief Operating Officer.
· Proactively coordinate and schedule CEO direct reports executive meetings. Support 4 members of the Executive Leadership team (CEO direct reports). In addition, occasional support of other members of the Senior Leadership Team and at times PTLs will be required.
· 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 system.
· 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 and COO Executive Administrative 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.
· Support other administrative projects and needs as needed.
· 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. executive who report to the CEO required.
The anticipated salary range for candidates who will work in South San Francisco, CA is $120,000 - $135,000. Individual pay may vary based on additional factors, including, and without limitation, job-related skills, experience, work location and relevant education or training. Septerna's compensation package also includes benefits, stock options, and annual target bonus for full-time positions.
We are an Equal Opportunity employer and will consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability status. Septerna participates in the E-Verify program.
Note to Employment Agencies: Please do not forward any agency resumes. The company will not be responsible for any fees related to resumes that are unsolicited.