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Executive Administrative Assistant – Commercial Team

Commercial | Mountain View, CA | Full Time

Job Description

About Oncopeptides:

Oncopeptides is a pharmaceutical company focused on the development of targeted therapies for difficult-to-treat hematological cancers. The company is focusing on the development of the lead product candidate melflufen, a novel peptide-drug conjugate that rapidly delivers a cytotoxic payload into tumor cells.  Melflufen is in development as a new treatment for the hematological cancer multiple myeloma and is currently being tested in multiple clinical studies including the pivotal phase 2 HORIZON study and the ongoing phase 3 OCEAN study. Oncopeptides’ US headquarters is based in Waltham, MA with an office in Mountain View, CA, and global headquarters is in Stockholm, Sweden. The company is listed in the Mid Cap segment on Nasdaq Stockholm with the ticker ONCO.


The company is in a strong financial position and has an effective Executive Team and Board of Directors. Discover more about Oncopeptides at www.oncopeptides.com


Position:  Executive Administrative Assistant – Commercial Team

The Executive Administrative Assistant will report to the SVP, North America Commercial, and will be responsible for helping to manage various US Commercial Team projects, conferences and meetings while providing administrative support to commercial team members. This position will be responsible for on-site and potential off-site support which includes, but is not limited to: overall office management, coordinating meetings and events, scheduling candidate interviews, HR support as necessary, travel and expense coordination, maintaining office supplies, handling incoming and outgoing mail, contract and vendor management, and other responsibilities.  We are looking for an individual with a “can-do” attitude who will play a crucial role in helping Oncopeptides grow and build on a strong performance-based culture.


This position is based in Mountain View, CA.  

Key responsibilities include, but are not limited to:

  • Assist the Commercial Leadership Team (CLT) with initiatives/ activities that support the growth of the organization and strategic direction of the business

  • Organize and schedule meetings as needed for various departments

  • Coordinate catering and venue support for various meetings and events

  • Schedule and coordinate candidate phone, video, and in-office interviews

  • Provide general administrative/project support to HR team as assigned

  • Partner with IT and HR for onboarding activities and ongoing employee support regarding office equipment and supplies 

  • Manage relationships and negotiations with vendors, service providers and Building Management

  • Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems

  • Responsible for coordinating onboarding process for new commercial employees including request and set up of equipment with HR/IT departments

  • Participate actively in the planning and execution of company events on a quarterly basis

  • Monitor and maintain office supplies inventory; Review/approve office supply acquisitions

  • Assist with travel arrangements for CLT and others as needed

  • Coordinate package delivery and ensure all packages are delivered to appropriate person

  • Retrieve mail from mailbox in lobby and distribute accordingly

  • Conduct clerical duties, including filing, answering phone calls, responding to emails and preparing documents

  • Handle expenses and reconcile corporate credit card expenses on a monthly basis

  • Provide general support to visitors and guests

Ideal Experience:

  • Bachelor’s Degree highly preferred

  • 5+ year’s general administrative experience, or an equivalent combination of experience and college-level education

  • Experience supporting VP/SVP/C-Level Executives in a fast-paced environment a plus (required)

  • Prior experience at a rapidly growing Biotech or Life Sciences company experience preferred

  • Adept in time management and working with urgency

  • Ability to coordinate last-minute changes without a glitch

  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat

  • Proven success building and maintaining relationships of trust, respect, and support

  • Demonstrated ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high degree of professionalism

  • Experience working with and representing Executives in a professional and responsible manner

  • Proven ability to maintain confidentiality 

  • Strong verbal and written communication skills 

  • Must be self-directed and work to achieve objectives with little oversight 

  • Experience managing varying time zones with regards to calendaring

  • Presence in the office Monday through Friday, with the willingness to respond after-hours and on weekends as needed