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Executive Assistant to Chief Executive Officer

2 months ago

Carmel, United States MBX Biosciences, Inc. Full time

Company Overview:

MBX Biosciences is a clinical-stage biopharmaceutical company pioneering Precision Endocrine Peptide (PEP) therapeutic candidates to help people with endocrine disorders live fuller and healthier lives.

A distinguishing strength of MBX is world-class proprietary peptide drug discovery. Our team is driven to transform the current treatment landscape with highly efficacious, safe, and convenient medicines that are designed to address unmet needs in both rare and prevalent endocrine diseases. We are combining our deep expertise in peptide discovery and development with our novel, proprietary platform technology to advance our pipeline.

Our lead programs have clinically validated targets and attractive endocrine disease market opportunities. MBX 2109 is an investigational long-acting parathyroid hormone peptide prodrug in development as a PTH replacement therapy for the treatment of hypoparathyroidism. The company is building a pipeline of additional product candidates to treat endocrine disorders that will enter Phase 1 development in 2023.

MBX is supported by leading life science investors including Frazier Life Sciences, New Enterprise Associates, OrbiMed, Wellington Management, RA Capital and Norwest Venture Partners. We are based in the Indianapolis area and growing rapidly in a hybrid workplace environment. When considering candidates, we look for scientific and business professionals who are highly motivated, collaborative, passionate about their work, and able to work in a dynamic environment.

Position Summary

The Executive Assistant role supports the Chief Executive Officer and other C-suite (executive) members as assigned. The purpose of the Executive Assistant role is to provide schedule/calendar management, communication, and other supportive duties for direct and indirect business partners. Schedule and calendar management responsibilities include providing onsite management for all meetings internally and externally, as well as the ability to proactively anticipate potential issues and provide contingency plans as needed. Communication, organizational skills and attention to details, as well as ability to multi-task are key to successful incumbents consistently functioning at the highest level with the utmost regard for the MBX’s mission & values.

Key Responsibilities

Including but not limited to:

Communication Management

  • Communicates independently in response to incoming requests from external customers. Serves as a liaison to the Board of Directors and senior management teams to prioritize the requests and accepts accountability for the results of decisions.
  • Manages written responses as desired by the leader(s). Read, evaluate, respond, forward, and/or delete as appropriate.
  • Preparing presentations from concepts provided either in written or verbal form using appropriate software packages.
  • Manages other special projects, initiatives, or responsibilities as assigned by business partner(s).
  • Assume MBX related projects as assigned, prepares needed communication for events and/or presentations from concepts provided either in written or verbal form using appropriate platform.
  • Maintains a 24-hour response time and provides clear communication (i.e., acknowledging receipt of the request or confirming completion, notifying business leader or manager when deliverables or key project tasks are delayed).
  • Signs for and/or approves communication materials for distribution on behalf of the business leader, contingent on delegation authority.
  • Serves as the key contact person in the area to help build relationships and minimize disruptions for the direct and indirect business partners.
  • Communicates with senior leaders of other companies, including board members, VC partners, strategic partners, etc.
  • Flexible and on-call outside the regular workday, including evenings, weekends, holidays, and vacation time, and being available by cell phone, e-mail, and/or voice mail.
  • Maintains direct, open, and constant communication with business partner(s) to relay important information in a timely manner.

Schedule Management

  • Reviews and communicates availability of business partner(s) for proposed activities, meetings, events, etc. Coordinates all attendance arrangements. Proactively identifies and resolves scheduling conflicts.
  • Manages calendars, travel arrangements, scheduling of meetings, preparation of expense reports, responds to information requests, and prepares various reports upon request.
  • Prioritize and organize the business partner’s time and ensure that they are adequately prepared for each day’s activities.
  • Arrange and finalize all travel details to allow the business partner to focus on the business needs. This may include hotel, ground/air transportation, meeting sites, participants, and itinerary along with any other relevant communication for seamless travel/meetings.
  • Handles e-mail responses or requests for scheduling as needed by MBX team leaders in an efficient and timely manner. This may include scheduling candidates or meetings upon request.

Education

  • High School Diploma with at least 15+ years of experience OR
  • Bachelor’s degree with 10+ years of experience

Experience

  • 10+ years of previous experience as an Executive Assistant with relevant experience in event planning, facilities management and vendor contracts and relationships.
  • Prior experience supporting C suite level employees
  • Ability to meet deadlines and achieve high performance goals, with a forward-looking mentality in a fast-paced environment.
  • Outstanding written and verbal communication skills
  • Exceptional ability to ruthlessly prioritize and have a bias for action
  • Exceptionally organized with keen attention to detail
  • Ability to communicate and work well with a wide range of team members and their respective work styles, and a genuine enjoyment of relationship-building
  • Strong organizational and project planning skills that reflect ability to perform and prioritize multiple tasks seamlessly with meticulous attention to detail.
  • Demonstrated judgement and ability to manage multiple and complex calendars effectively.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability and ability to self-manage/prioritize appropriately.
  • Demonstrated high level of diligence and accountability for confidential information and interfacing with board and external business leaders.
  • Highly proficiency with active interest and use of technology/applications. Excellent knowledge of MS Office (Outlook, Word, Excel, and Power Point).
  • Understands and manages company policies and procedures and has a high level of business knowledge.
  • Ability to collaborate effectively with others to achieve common goals across the organization.
  • Demonstrated maturity, professionalism, and discretionary judgment while performing with high energy, integrity, honesty, trustworthiness, and keeping sensitive matters confidential.
  • Ability to be flexible and dependable.

EEO Statement:

MBX Biosciences is an Equal Opportunity Employer and is committed to treating all applicants fairly without discrimination. We welcome applications from all individuals, regardless of race, national origin, gender, age, physical characteristics, social origin, disability, union membership, religion, family status, pregnancy, sexual orientation, gender identity, gender expression or any unlawful criterion under applicable law.

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