Executive Assistant

Job Description

Job Description

Job Summary:

We are currently looking for an Executive Assistant to join the Contineum Therapeutics team. The Executive Assistant will report directly to the CEO, and also provide support to the CFO and General Counsel by managing calendars, scheduling meetings, coordinating Board of Directors and committee meetings and related communications, managing expense reports, and arranging travel. In addition to executive support, this role will own the day-to-day operations of the office, including the kitchen and supply areas, staff lunches, visitors, and mail and packages, working in partnership with our Facilities Manager, who oversees the building. The Executive Assistant will also assist with the improvement of processes and procedures in administrative services. We anticipate this being approximately 70% executive support and 30% office operations. This is a full-time, exempt position. This position is a San Diego-based hybrid role, with four days a week in our corporate headquarters.

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Key Responsibilities

Executive Support:

• Maintain executive calendars, anticipate and resolve scheduling conflicts, and schedule appointments and conference calls.
• Coordinate Board of Directors and committee meeting logistics, including scheduling, preparation and distribution of materials, and follow-up; maintain Board-related documents, consents, and correspondence in coordination with the General Counsel.
• Arrange company, department, and group meetings (e.g., Leadership Team meetings, staff meetings, periodic off-sites), ensuring all necessary information is available for discussion.
• Plan and prepare for meetings, including preparation of meeting agendas, and follow up on action items with attendees.
• Manage signature and approval workflows for supported executives, including DocuSign routing and notarization as needed.
• Complete and submit expense reports for reimbursement using Concur.
• Support team with domestic and international travel coordination.
• Support company conventions and meetings assigned by the team, including but not limited to: content review, materials management, and storage/shipping logistics.
• Employ discretion, tact, and diplomacy on a regular basis due to exposure to confidential/sensitive information and extensive interaction with senior management.

Office Operations:

• Own the day-to-day operations of the office, ensuring the reception, kitchen, and supply areas are well-stocked, organized, and fully functional, and serve as the primary point of contact for office-related needs.
• Coordinate lunches for staff.
• Manage visitors, including guest registration, greeting, and coordination of on-site visits, and serve as a liaison internally to the team and externally to visitors.
• Receive, sort, and distribute incoming mail and packages, and coordinate outgoing mail and shipments.
• Partner with the Facilities Manager by communicating building-related issues and requests.

Company and Administrative Support:

• Support new employee onboarding by assigning required training modules and completing related administrative tasks.
• Make routine administrative decisions on behalf of supported executives.
• Communicate and help institutionalize standards throughout the company.
• Create administrative work procedures, develop documents such as Standard Operating Procedures (SOPs).
• Other duties as assigned.

Requirements

• Bachelor’s degree preferred; an equivalent combination of experience and education may be considered.
• 5+ years’ experience supporting senior leadership (including 2+ years at the C-suite level) required; 8+ years preferred. Prior experience in a biotech/life science or pharmaceutical setting is preferred.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams), Zoom, DocuSign, and Concur. Experience with NetSuite is a plus.
• Experience with AI productivity tools is a plus.
• Experience supporting a Board of Directors, preferably at a public company, is a plus.
• Experience managing day-to-day office operations, including visitor management, mail and shipping, and office supplies.
• Proven successful experience booking complex domestic and international travel.
• Proactive communicator with strong written, verbal, and interpersonal communication skills.
• Experience working with senior-level executives within and outside the company, as well as experience with vendors and other visitors.
• Experience with calendar management, project meeting and event planning and execution, preparation of executive-level presentations, and travel and expense report administration.
• Adaptability to changing needs and situations.
• Demonstrate flexibility by responding to unanticipated & complex issues.
• Ability to exercise discretion and judgment regarding highly confidential internal and external communications and materials.
• Ability to work efficiently with a client-service focus in a fast-paced, dynamic environment.
• Demonstrate professional demeanor.
• Ability to lift up to 25 pounds.

Benefits

We offer a competitive total compensation package and work in a supportive team environment. The anticipated salary range for candidates is $100,000 - $125,000. The final salary offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and length of experience within the job, type and length of experience within the industry, education, etc. Contineum offers competitive compensation and benefits, including:

• 90% employer-covered benefits
• Flexible PTO
• A very generous holiday schedule that includes a week off in August and time off around the winter holidays
• A well-stocked kitchen with snacks and beverages
• Additional benefits include the opportunity for annual bonuses, stock options, an Employee Stock Purchase Program, and a 401(k) with an employer match
• The comprehensive wellness program includes medical, dental, vision, and LTD coverage