Executive Assistant/office Manager

21 hours ago

Vancouver, Canada Xenon Pharmaceuticals Inc. Full time

**Who We Are**:
**Xenon Pharmaceuticals (NASDAQ**: XENE) is a neuroscience-focused biopharmaceutical company committed to discovering, developing, and commercializing innovative therapeutics to improve the lives of people living with neurological and psychiatric disorders. We are looking for great people who thrive in a respectful, collaborative, inclusive, and productive culture to join the Xenon team.
**What We Do**:
**About the Role**:
We are seeking an Executive Assistant/Office Manager to join our team. This pivotal role provides high-level administrative support to the CEO, CFO, and EVP, Strategy & Innovation, ensuring seamless calendar management, travel coordination, and meeting logistics. The Executive Assistant/Office Manager will also support investor relations activities, including scheduling meetings, managing IR data, and organizing conferences and other IR events.
Additionally, as Office Manager for our Vancouver headquarters, this role will ensure the office operates seamlessly, creating a productive and welcoming environment for all employees by overseeing the organization and maintenance of office spaces and supplies. This role requires a proactive, organized, and collaborative individual who thrives in a fast-paced environment and excels at anticipating and responding to the needs of senior leaders and stakeholders.

**RESPONSIBILITIES**:
Administrative Duties
- Provide dedicated administrative support to our Chief Executive Officer, Chief Financial Officer and our EVP, Strategy & Innovation, including calendar management, travel and expense support.
- Support the direct reports of the Chief Financial Officer and EVP, Strategy & Innovation with scheduling of large meetings, and travel and expenses.
- Provide investor relations administrative support to the CEO and CFO including ongoing scheduling of buy-side and sell-side meetings, data management of the IR CRM, conference registration, and logistics pertaining to non-deal roadshows and conference appearances.
- Provide effective calendar management resolving scheduling conflicts.
- Assist Corporate Affairs team with logistics and execution of CEO-hosted events, including but not limited to executive and/or board offsites.
- Work with Legal team to coordinate logistics and calendar bookings for all board and committee meetings.
- Support board members with travel and expense support
- Plan and book large/complex internal or external meetings, including but not limited to Senior Executive Team meetings, and investor events, while supporting the execution of such meetings, as required.
- Work with corporate travel agency and/or through Concur to manage all travel arrangements and prepare detailed travel packages, including itineraries and supporting documents. (To include assessing flight options and booking flights, hotels, and ground transportation.)
- Prepare expense reports and obtain approval signatures for board member expenses. Assist CEO, CFO, and EVP, Strategy & Innovation with entering and reconciling expenses in Concur.
- Diligently manage confidential and sensitive information relating to leadership roles and responsibilities, as well as key stakeholders (such as directors, investors)
- Anticipate, understand, and respond to the needs of internal and external stakeholders to meet or exceed their expectations within organizational parameters.
- Proactively review administrative systems and processes to develop, update or improve to maximize efficiency and effectiveness; work with other administrative staff, including those in Boston, MA office, to ensure consistency across procedures where applicable.
- Vacation coverage for other administrative staff as applicable.

Office Management Duties
- Working closely with Facilities and IT, coordinate and support facilities-related activities in the Vancouver office (e.g. maintaining long-term seating plan, etc.).
- Manage boardroom booking system, including: coordinating bookings; responding to requests; liaising with IT, Facilities and other departments as needed to ensure proper set-up and clean up; ordering food and beverages as needed; and greeting external guests.
- Maintain office and kitchen supplies; managing relationships, budget, and invoice processing with these vendors.
- Recommend best practices and process improvements to ensure consistent and effective services and provide and contribute to the overall success of the office and organization.
- Work with Corporate Affairs team to assist with logistics and execution of in-office events as needed.
- Act in accordance with Company policies, including, for example, the Code of Business Conduct and Ethics and ensure policies are understood and followed by direct reports, if any
- Other duties as assigned.

**QUALIFICATIONS**:

- At least 6 to 8 years of administrative experience with C-Suite executives
- Undergraduate degree
- Experience in the biotech or pharma industry preferred
- Office management experience preferred
- Exce

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