Sr. Executive Assistant & Project Coordinator at Nektar Therapeutics

Job description

Nektar Therapeutics, a Phase 3 mid-sized biotechnology company working on medicines to treat immunological conditions, is seeking a highly organized, detail oriented, proactive, and resourceful Senior Executive Administrative Assistant and Project Coordinator in the Office of the Chief Business Officer (CBO). The Office spans activities across the Company’s Commercial Strategy, Business Development and Investor Relations functions. This is an external-facing and highly visible role and requires an individual able to manage multiple priorities and communicate effectively across various levels of the organization while also owning discrete projects on the CBO’s behalf, acting as a trusted proxy in cross-functional settings. This role ensures the CBO’s priorities are executed efficiently and administrative aspects of the department run smoothly. Role provides opportunity for growth within project management and department operations. The ideal candidate is an experienced administrative professional with strong project coordination and technical skills who thrives in a fast-paced environment, demonstrates exceptional attention to detail, and can effectively balance executive-level support, project coordination, and contract processing and other responsibilities. The Opportunity Calendaring and time management: Own and prioritize the CBO’s calendar, scheduling meetings, travel, and appointments. Proactively resolve scheduling conflicts without letting deadlines slip and keep appointments on track. • Communication and information triage: Serve as the primary point of contact between the CBO and certain internal and external stakeholders. • Draft and edit correspondence to internal and external stakeholders. Use AI-assisted summarization and triage to reduce a high-volume inbox and document flow into a prioritized, decision-ready view. • Strategic and project support: o Lead or co-lead discrete cross-functional projects assigned by the CBO – including cross-functional calendar planning and tracking strategic department projects o Prepare presentations for the Office of CBO o Act as a proxy for the CBO in selecting internal meetings: representing priorities, capturing decisions, and driving follow-through without requiring the CBO’s direct involvement. o Partner with functional leaders and other Executive Assistants across the organization to achieve CBO and team members objectives o Establish shared standards, tools, and processes across the Office of the CBO to ensure consistency, coverage, and quality regardless of which department leader is being supported. o Serve as the escalation point for scheduling conflicts, resourcing gaps, or coverage needs across the team, and coordinate backup support during absences. • Travel and logistics: Coordinate complex domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries, ensuring optimal time management. • Serve as a primary departmental administrative liaison between executives, employees, and external partners • Meeting support: Plan and organize meetings, including preparing agendas, gathering materials, and taking detailed minutes. Follow up on action items and ensure timely completion. • Document and budget management: Maintain and organize files and documents, including contracts, non-disclosure agreements and other critical department documents, ensuring quick retrieval and confidentiality. Handle sensitive information with discretion. Track department budget working closely with the CBO on budgeting activities. • Contract management: Coordinate the processing, routing, tracking, and execution of contracts, statements of work, consulting agreements, and vendor agreements. Partner with Legal, Finance, Procurement, and business leaders to facilitate timely contract review and approvals. • Event management: Assist in organizing internal and external events, employee meetings, offsites, and conferences, including logistics,