Executive Assistant To Vice President, Clinical Development

Overview

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 milestone marks a century of 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, Nobel laureates, a top-ranked graduate school and a leading postdoctoral training program.

Scripps Research encompasses two innovative institutes, the Cali
-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. We cultivate new scientific leaders and 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

The Executive Assistant to VP Clinical Development, Cali
-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.

• Provides senior level administrative support to the Vice President (VP) and other senior staff at our Cali
  -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; independently schedules and coordinates activities, meetings, travel and events across internal and external constituents.
• Coordinates high-level or complex meetings for the VP including the Executive office, Board(s), community stakeholders and faculty, as well as executive management from external partners; plans and executes meeting logistics.
• Coordinates complicated travel for the VP and senior staff and assists 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, PIs, 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 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 during the interview process.

• 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 One Note).
• Proficient with 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…