Executive Assistant

Description:

The Executive Assistant (EA) is responsible for delivering high-level administrative support to the executive leadership team at a public biotech firm. Key duties include managing complex calendars, coordinating domestic/international travel, handling sensitive confidential communications, and serving as a liaison with board members, investors and external stakeholders. This position requires discretion, strong project management, and the ability to work in a fast-paced, regulated environment with an understanding of scientific/business goals to support seamless operations and executive focus. The EA is also responsible for oversight of the Administrative Assistant, providing guidance on clerical matters, assisting with greeting visitors and board members, coordinating events and correspondence, and organizing meetings. This role handles highly confidential and critical information, compiles and prepares materials for executive and external meetings and for board of director sessions. The position involves managing sensitive, high-level contacts within and outside the organization. The individual in this role must have excellent verbal and written communication and interpersonal skills, be exceptionally organized, demonstrate advanced time management abilities, and operate independently. Ultimately, the Executive Assistant enhances organizational efficiency by offering tailored and prompt support to the executive team.

Essential Duties and Responsibilities

The main responsibilities of this role include:

• Manages and maintains executive schedules, including scheduling travel and conference attendance, makes appointments, and changes to appointments as needed
• Acts as the point of contact among executives, employees, and other external partners to the CEO and other executives
• Works closely with Investor Relations Team to schedule and assist with quarterly earnings calls/webcasts, schedule investor meetings and coordinate meetings at conferences.
• Coordinates and executes events
• Manages information flow in a prompt and accurate manner
• Answers and directs communication to appropriate executives and parties, taking messages
• Greets visitors and determines access to appropriate parties
• Reads and analyzes submissions, letters, agendas, memos and determining significance; routing to appropriate person in a timely and efficient manner
• Prints reports and presentations
• Develops and uses historical information; provide retrieval of information
• Prepares and submits expenses for reimbursement
• Provides backup to the Administrative Assistant including front desk coverage as needed
• Consistently maintains exemplary interpersonal relations
• Performs tasks as necessary to facilitate the smooth administration of Viking’s business
• Leads certain administrative projects
• Other duties as needed

Requirements:

Education and Experience

• Bachelor’s degree preferred
• Professional certification or equivalent experience in working with senior-level executives within and outside the company, customers, vendors and visitors

Knowledge and Skills

• 10+ years Executive Assistant experience supporting C-level executives in a biotech/life science, pharmaceutical or related industry
• Has proven advanced knowledge of Word, Excel, PowerPoint, Outlook, DocuSign, Adobe Acrobat, Teams, and Zoom, and WebEx
• Ability to exercise discretion and judgment regarding highly confidential internal and external communications and materials
• Extreme attention to detail/accuracy and ability to work independently on a broad variety of projects. Excellent interpersonal and organizational abilities
• Ability to anticipate, identify, and resolve problems in a timely manner
• Ability to research, analyze, summarize, and report information in an effective manner
• In depth knowledge of company operations required
• Applies relevant skills and substantial understanding in a range of processes, procedures and systems to carry out assignments
• Ability to perform various tasks simultaneously, while maintaining a professional and composed demeanor.
• Adaptability to changing needs and situations
• Ability to exercise judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions
• Ability to learn basic technical, scientific and medical information as needed
• Ability to make sound decisions and to work independently, in addition to being a proactive problem solver
• Must be able to perform under pressure in a high paced environment where accuracy is essential
• Must be able to work with all levels within the company in support of interdepartmental teams

VIKING THERAPEUTICS

Viking Therapeutics, Inc., is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status. Viking Therapeutics also complies with all applicable national, state and local laws governing nondiscrimination in employment as well as work authorization and employment eligibility verification requirements of the Immigration and Nationality Act and IRCA.

Notice to Agency and Search Firm Representatives

Viking Therapeutics, Inc. is not accepting unsolicited resumes from agencies and/or search firms for this job posting. Resumes submitted to any Viking employee by a third-party agency and/or search firm without a valid written & signed search agreement, and assignment of specific position, will become the sole property of Viking Therapeutics, Inc. No fee will be paid if a candidate is hired for this position as a result of an unsolicited agency or search firm referral.