Executive Assistant

Position Overview

Immunome is seeking a highly organized and proactive Executive Assistant to provide administrative and operational support to site and/or corporate executives at our Bothell, WA location. This role is responsible for managing day-to-day administrative priorities, coordinating communications, and ensuring executives are prepared for meetings, travel, and key deliverables. 

The successful candidate will bring strong organizational skills, sound judgment, discretion, and a service-oriented mindset, along with the ability to manage multiple priorities in a fast-paced, dynamic environment. This position partners closely with other executive assistants and cross-functional teams to support effective execution across the organization. 

Responsibilities

Executive Administrative Support 

• Provide day-to-day administrative support to one or more executives; manage priorities, anticipate routine needs, and help ensure timely follow-through on commitments.
• Manage complex calendars, schedule meetings across multiple stakeholders and time zones, and proactively resolve conflicts to support effective use of executive time.
• Prepare, proofread, and format documents, communications, and presentations; handle sensitive and confidential information with discretion. 

Communication and Stakeholder Coordination 

• Serve as a professional point of contact for internal and external stakeholders; screen, prioritize, and route communications, drafting correspondence as appropriate.
• Coordinate timely information flow between executives, direct reports, and cross-functional partners; track action items and support follow-up.
• Build strong working relationships and represent executives and Immunome professionally with diplomacy, tact, and sound judgment. 

Meeting and Event Coordination 

• Plan and coordinate meetings, leadership sessions, team gatherings, and site events (on-site and virtual), including agendas, materials, room/AV, catering, and logistics.
• Distribute pre-reads, prepare agendas, capture minutes and action items, and help ensure follow-up items are completed.
• Work collaboratively with other executive assistants to coordinate administrative needs, provide coverage, and support a consistent executive support model. 

Travel and Expense Management 

• Arrange domestic and occasional international travel; develop detailed itineraries and support changes or urgent travel needs as they arise.
• Coordinate transportation, lodging, dining, and local logistics; research options and provide recommendations as needed.
• Prepare and submit expense reports, reconcile receipts, and support travel and vendor-related documentation and tracking as applicable. 

Team and Operational Support 

• Provide general team support, including scheduling, communications, meeting coordination, and logistics for executive-led activities.
• Support onboarding/offboarding logistics and administrative requests, including access requests, workspace coordination, and new hire scheduling as applicable.
• Demonstrate flexibility and sound judgment when responding to unexpected challenges, shifting priorities, and time-sensitive requests. 

Qualifications

• Bachelor’s degree in a related field or equivalent experience.
• Minimum of 5 years of experience providing administrative support to leaders in a fast-paced environment.
• Demonstrated experience managing complex calendars, coordinating cross-functional meetings, and arranging domestic travel; experience with international travel preferred.
• Proficiency with business productivity tools (e.g., Microsoft Office/Outlook, Teams/Zoom) and familiarity with travel and expense platforms (e.g., Concur or similar).
• Strong written and verbal communication skills, including the ability to draft, proofread, and edit professional correspondence and materials.
• Ability to work with discretion and maintain confidentiality when handling sensitive information.
• Availability to respond to urgent requests and schedule changes outside of standard business hours, as needed. 

Knowledge and Skills

• Excellent organizational and time-management skills with strong attention to detail and accuracy.
• Strong interpersonal and stakeholder management skills; ability to communicate effectively with senior leaders, internal teams, and external partners.
• Proactive, solutions-oriented mindset with the ability to anticipate needs, identify issues, and escalate appropriately.
• Effective meeting management skills, including agenda preparation, materials coordination, minutes/action tracking, and follow-through.
• Ability to manage multiple priorities, deadlines, and competing requests with professionalism and composure.
• High degree of integrity, discretion, and accountability; comfortable handling confidential information and sensitive situations.
• Ability to operate effectively in a dynamic, high-growth biotech environment; flexible and adaptable in the face of ambiguity and change.
• Collaborative, team-first approach; able to partner with other administrative professionals and provide backup coverage as needed.