Executive Assistant to the CEO, Manager of Administration

Dynavax is a commercial-stage biopharmaceutical company developing and commercializing novel vaccines to help protect the world against infectious diseases. We operate with the highest level of quality, integrity and safety for the betterment of public health. Our proprietary CpG 1018 adjuvant powers our diversified infectious vaccine portfolio, which includes HEPLISAV-B®, our commercial product approved in the U.S. and the European Union, for prevention of hepatitis B virus in adults. We also supply CpG 1018 to research collaborations and partnerships globally. Currently, CpG 1018 is being used in development of COVID-19, plague, shingles, and Tdap vaccines. 

At Dynavax, our vision and work ethic are guided by the collective ideals underpinning our core values, and these form the basis of our dynamic company culture. We strive to maintain a culture where each employee is valued by the organization and where our organization is valued by each employee. We offer a highly flexible work environment for our headquarter employees where individuals work remotely and gather for in-person meetings when necessary. Dynavax is headquartered in the San Francisco Bay area, and our manufacturing facility is in Düsseldorf, Germany.

Provide full “C”-level administrative support to the Chief Executive Officer and Board of Directors - exercising independent judgment, initiative, and discretion. Function as liaison on various projects coordinating activities specifically related to the Senior Leadership Team (SLT). Representing the CEO, exercise effective communication with external parties and apply an adept, business-sensitive approach to Board requirements including coordination of Board Meetings and materials. Provide administrative support to the CHRO. Lead the Administrative Team of four in delivering exceptional customer service to their client groups.

Responsibilities

• Provide Full Administrative Support to the CEO, Including:
• Maintain multiple and complex calendars to reduce schedule conflicts and accommodate high-priority appointments.
• Organize and schedule meetings with high attention to detail on conference room bookings, necessary AV/teleconference equipment, catering, communication to participants, meeting materials, and agendas.
• Arrange complex and detailed travel plans, both domestic and international, to include meeting registration, hotel, and transportation needs, and ensure executives have appropriate travel itinerary and/or documentation.
• Works on assignments that are complex in nature where a strong degree of independent judgement, initiative and technical knowledge are required to resolve problems.
• Determine priorities and actions required on executive projects in a proactive manner and follow through to ensure completion according to calendars or deadlines.
• Effectively screen callers and respond to inquiries.
• Anticipate the CEO’s needs and challenges, proactively seek solutions, and follow through to conclusion. Stay abreast of developing requirements and business operations.




Provide Administrative Support to Board of Directors

• Manage Board of Directors’ annual meeting calendar, coordinate logistics for all meetings, teleconferences, and Committee meetings; organize ad hoc meetings, often within tight deadlines.
• Prepare and distribute meeting materials and maintain files as needed.
• Establish excellent rapport with Board of Directors, their assistants, and associates, managing all communications with a deft and subtle approach.
• Provide administrative support to the CHRO helping plan and organize senior leader meetings and quarterly global All-Hands Meetings.




Administrative Team Leadership

• Manage the administrative support team consisting of three Senior Administrative Assistants and one Administrative Assistant. Lead the development and implementation of administrative practices and processes that lead to high-level service to executives within assigned client groups.
• Responsible for management of the Administrative budget.
• Oversee Corporate Services work related to our headquarters space including the supervision of our Administrative Assistant, Office Operations who works daily out of our HQ space in Emeryville, CA.

Qualifications

• A minimum of 8 years’ progressive administrative/executive assistant experience or equivalent administrative experience.
• Experience supporting a chief executive officer in biotechnology, and/or a publicly listed company highly desirable.
• Previous supervision experience is a plus.
• BA/BS highly preferred.
• Superb organizational expertise with strong attention to detail. Excellent written and verbal communication skills. Effective interpersonal skills required to establish and maintain positive working relationships across the organization and external parties. Must have a solid understanding of the business and corporate environment.
• Must be committed, resourceful, and dependable. Proven track record completing assigned tasks. Demonstrate excellent follow-through and the ability to multi-task and prioritize competing deadlines.
• Proven ability to exercise discretion and sound judgment in managing executives’ needs and resolve complex and/or sensitive issues and requests independently.
• Effective in establishing and maintaining positive relationships with external parties, specifically with external executives and board of directors.
• The ideal executive assistant will be intuitive and insightful; able to recognize matters of a sensitive nature and independently take appropriate action to resolve issues.
• Strong proficiency in all Microsoft Office applications: Outlook, Word, PowerPoint, Excel, Access.
• Ability to sit; stand; walk; reach with arms and hands; lift and move small objects; and use hands to keyboard and perform other office related tasks including repetitive movement of the wrists, hands and/or fingers.
• This position is a San Francisco Bay Area based position and the incumbent is required to work on-site as needed at our headquarters offices located in Emeryville, CA (approximately one day per week).
• Occasional travel required, as needed. 

California residents: for information on how we handle your personal information and your privacy rights as a job candidate, please see our Candidate Privacy Notice: https://www.dynavax.com/file.cfm/53/docs/dynavax_privacy_notice_for_california_applicants.pdf

Dynavax is an equal opportunity employer & prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity/expression, national origin/ancestry, age, disability, marital & veteran status.