Executive Coordinator

<div><div><div><div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Executive Coordinator, (SVP Support) </span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Onsite 3+ days/week in San Rafael, CA</span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;"></span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Role summary <br />Reporting to the Senior Vice President, the Executive Coordinator provides high impact administrative and operational support to enable effective leadership of a global, cross functional organization spanning several internal and external partners. </span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;"> </span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">You will manage complex scheduling and communications across functions and time zones, run key operating rhythms, and help the SVP’s leadership team stay aligned on priorities, decisions, and follow through. Your work will be varied and often ambiguous, requiring strong judgment, discretion, and the ability to anticipate needs in a fast-paced environment. </span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;"> </span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">This role is ideal for an experienced executive coordinator who enjoys operating at the center of a global organization and who can work confidently with senior leaders and complex stakeholders. </span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;"> </span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Key responsibilities</span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Executive support and time optimization</span></div><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Own the SVP’s calendar with a focus on strategic time allocation, decision making forums, and stakeholder management. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Proactively assess meeting purpose, priority, and attendee seniority, then resolve conflicts by rescheduling, consolidating, or declining as appropriate. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Build and maintain a forward looking view of critical milestones (for example, stage gate reviews, governance forums, leadership meetings, external partner touchpoints). </span></li></ul><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Meeting and operating rhythm management </span></div><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Coordinate complex meetings (virtual, in person, hybrid) across regions and time zones, including agenda planning, pre reads, materials distribution, and logistics. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Support the SVP’s leadership team operating cadence (staff meetings, 1:1s, site and partner reviews, quarterly planning, business reviews). </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Capture decisions and action items when requested, track follow up, and ensure owners and deadlines are clear. </span></li></ul><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Cross functional coordination and communications </span></div><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Serve as a liaison between the SVP and senior stakeholders across internal and external partners. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Manage incoming and outgoing communications with appropriate urgency and confidentiality. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Draft, edit, and format communications and materials, including org updates, meeting summaries, and leadership ready content. </span></li></ul><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Travel, expenses, and administrative operations </span></div><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Plan and coordinate complex domestic and international travel, including itineraries that account for multi site schedules and time zone transitions. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Prepare and submit expense reports in compliance with policy and within required timelines (Concur or equivalent). </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Coordinate IT and equipment requests, access needs, and onboarding logistics for new hires within the organization. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Maintain distribution lists and shared resources to support team communications. </span></li></ul><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Content and collaboration tools </span></div><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Own routine updates to the team’s SharePoint and Microsoft Teams spaces, including document hygiene, key links, leadership materials, and onboarding resources. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Support compilation and light editing of presentations and meeting materials (PowerPoint, Word, Excel) to a leadership ready standard. </span></li></ul><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Culture and team support </span></div><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Partner with leadership to plan team events, recognition moments, and engagement activities that strengthen connection across a distributed organization (within approved budgets and guidelines). </span></li></ul><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;"> <span><img width="1" height="1" src="data:image/png;base64,iVBORw0KGgoAAAANSUhEUgAAAAEAAAABCAYAAAAfFcSJAAAAAXNSR0IArs4c6QAAAARnQU1BAACxjwv8YQUAAAAJcEhZcwAADsMAAA7DAcdvqGQAAAANSURBVBhXY2BgYGAAAAAFAAGKM+MAAAAAAElFTkSuQmCC" alt="Shape" /></span>  </span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Skills and qualifications </span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">What success looks like </span></div><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">You reliably protect the SVP’s time and attention, and you prevent avoidable conflicts and last minute surprises. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">You bring order to complexity, and you make it easier for senior leaders to prepare, decide, and execute. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">You handle sensitive information with discretion and sound judgment. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">You communicate clearly, move quickly, and follow through. </span></li></ul><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Required capabilities </span></div><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Strong executive support capability, including complex calendar management for senior leaders in a matrixed organization. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Excellent written and verbal communication, with confidence interacting at all levels. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">High accountability, urgency, and attention to detail, especially under time pressure. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Strong judgment and discretion with confidential, proprietary, and potentially regulated information. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Ability to operate independently, anticipate needs, and manage multiple priorities without close oversight. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Strong proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint). </span></li></ul><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Experience </span></div><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">5–10+ years supporting senior executives, ideally including direct support to SVP or C suite leaders. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Experience supporting global teams and coordinating across multiple time zones. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Experience coordinating complex travel and working with expense tools such as Concur. </span></li></ul><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Preferred </span></div><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Experience in biotech, pharma, medical device, or other regulated environments. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Comfort supporting technical or scientific organizations and working with technical stakeholders. </span></li></ul><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Experience managing leadership team operating rhythms (business reviews, planning cycles, governance forums). </span></li></ul><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Education </span></div><ul><li style="line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Bachelor’s degree preferred, or equivalent experience. </span></li></ul><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;"> <span><img width="1" height="1" src="data:image/png;base64,iVBORw0KGgoAAAANSUhEUgAAAAEAAAABCAYAAAAfFcSJAAAAAXNSR0IArs4c6QAAAARnQU1BAACxjwv8YQUAAAAJcEhZcwAADsMAAA7DAcdvqGQAAAANSURBVBhXY2BgYGAAAAAFAAGKM+MAAAAAAElFTkSuQmCC" alt="Shape" /></span>  </span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">Location and work model </span></div><div style="margin-bottom: 0.0in;line-height: normal;"><span style="font-family: 'Times New Roman' , serif;">This role is hybrid, requiring 3+ days </span><span style="font-family: 'Times New Roman' , serif;">Onsite/week in San Rafael, CA</span></div></div><div><div><div><span><span> </span></span><span> </span></div></div></div><span style="background-repeat: no-repeat;outline: none;font-weight: 600;">Note</span><span style="color: rgb(51,51,51);font-family: 'Open Sans' , Helvetica;">: This description is not intended to be all-inclusive, or a limitation of the duties of the position. It is intended to describe the general nature of the job that may include other duties as assumed or assigned. </span></div><div style="background-repeat: no-repeat;outline: none;font-family: 'Open Sans' , Helvetica;font-size: 14.0px;font-weight: 400;line-height: 20.0px;margin: 10.0px 0.0px;color: rgb(51,51,51);font-style: normal;letter-spacing: normal;text-indent: 0.0px;text-transform: none;word-spacing: 0.0px;"><br style="background-repeat: no-repeat;outline: none;" />Equal Opportunity Employer/Veterans/Disabled<br style="background-repeat: no-repeat;outline: none;" /><br style="background-repeat: no-repeat;outline: none;" />An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.</div><p><span style="color: rgb(51,51,51);font-family: 'Open Sans' , Helvetica;font-size: 14.0px;font-style: normal;font-weight: 400;letter-spacing: normal;text-indent: 0.0px;text-transform: none;word-spacing: 0.0px;"> </span><br /><br /></p></div></div>