EXECUTIVE ASSISTANT TO VICE PRESIDENT, CLINICAL DEVELOPMENT

ABOUT US:

Scripps Research is a nonprofit biomedical institute ranked as one of the most influential in the world for its impact on innovation. We celebrated our 100-year legacy in 2024. This significant milestone marks a century of seminal discoveries in immunology, infectious diseases (such as COVID-19, flu, HIV), neuroscience, heart disease, cancer, and more. Located in La Jolla, California, the institute houses six research departments, multiple Nobel laureates, a top-ranked graduate school and a leading postdoctoral training program. Scripps Research encompasses two elite and highly innovative institutes, the Calibr-Skaggs Institute for Innovative Medicines and Scripps Research Translational Institute, which merge foundational studies in biology, chemistry and computer science with translational science to produce pioneering drugs and advances in digital and precision medicine. Together, we cultivate new scientific leaders and expand the frontiers of knowledge to deliver medical breakthroughs impacting human health around the globe. If you have a passion for making a difference, this could be your opportunity to join our transformative team.

POSITION TITLE: Executive Assistant to Vice President, Clinical Development

POSITION SUMMARY:

The Executive Assistant to VP Clinical Development, Calibr-Skaggs provides high-level administrative and organizational, support to ensure the efficient operation of the VP's office. This role requires exceptional professionalism, discretion, and the ability to manage complex schedules, communications, and projects in a fast-paced environment.

RESPONSIBILITIES AND DUTIES:

• Provides senior level administrative support to the Vice President (VP) and other senior staff at our Calibr-Skaggs division.
• Serves as the initial and primary point of contact for phone, email, and in-person contacts with constituencies served, providing basic information and referrals in response to internal and external requests.
• Manages complex and dynamic calendar of the VP; uses administrative expertise to independently schedule and coordinate activities, meetings, travel and various events across internal and external constituents.
• Coordinates high-level or complex meetings for VP including the Executive office, Board(s), community stakeholders and faculty, as well as executive management from external partners. Responsible for planning and execution of meeting logistics.
• Responsible for coordinating complicated travel for VP and senior staff and assist in travel coordination and reconciliation of expenses.
• Prepares a wide variety of reports, letters, and memos, while maintaining confidentiality; regularly corresponds with the Executive Office, Faculty, PI's, Department Chairs and responds to questions and provides information pertaining to procedures and services in a clear, concise, and professional manner.
• Assists in coordination and preparation of presentation packs for meetings.
• Recommend improvements in workflow, procedures, and use of equipment and forms related to administrative support functions; utilize online systems, such as DropBox, and online filing systems to facilitate a paperless office environment.
• Responsible for planning and executing specialized projects as needed.
• Details of established essential functions for this position will be addressed/discussed during the interview process.

REQUIREMENTS:

• High school diploma, or equivalent combination of education, training and experience.
• 8+ years progressive experience in executive management support as Executive Assistant.
• Experience working in a research institute or clinical development setting preferred.
• Expert skills with Microsoft Office (Outlook, Word, Excel, PowerPoint and OneNote).
• Proficient with using scheduling and expense management software such as Concur.
• Excellent written and verbal communication skills.
• Experience with receiving and organizing financial and technical documents and information.
• Must be self-directed, with the ability to work independently and prioritize multiple tasks, work under pressure with shifting priorities and meet deadlines.
• Proficient administrative skills and ability to work with a diverse work group and individuals at all staff levels; maintain diplomatic and respectful interactions.
• Must be able to work in a team environment and convey positive work ethic to complete any task as requested.
• Must maintain confidentiality and use discretion when dealing with sensitive issues and information.
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  While subject to change based on business needs, this is an on-campus position requiring a minimum of 4 days per week working onsite from our La Jolla campus, with flexibility to work 1 day per week remotely from home.

  
  

COMPENSATION:

The expected hiring range for this position is $90,000 to $110,000/annually, commensurate with experience. Consideration will be given to experience that exceeds the listed requirements.

COMPREHENSIVE BENEFITS INCLUDE:

• Employer Contributed Retirement Plan - Depending on eligibility, employees receive an employer contributed retirement plan (no employee contribution required) and the option to contribute to a 403(b) using your own pre or post-tax dollars.
• Full suite of Health and Welfare plans including four medical plan options (including an HSA available option), dental, vision, life insurance, disability, EAP and more.
• Access to Flexible Spending Accounts (Medical/Dependent Care).
• Competitive vacation and sick leave policies.
• Free, on-site parking.

The above statements describe the level of work performed and expected in general terms. The statements are not intended to list all the responsibilities, duties and/or skills required of employees so classified, and the content herein is subject to change due to the business needs of Scripps Research, with or without notice. Furthermore, nothing in this job description shall be interpreted to be in conflict with or to eliminate or modify in any way the employment-at-will status of Scripps Research staff.

EEO Statement:

The Scripps Research Institute is an Equal Opportunity Employer. We promote diversity of thought, culture, and background in the fields of science. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status.