Executive Assistant

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 experi…