ABOUT US:
Scripps Research is ranked one of the most influential institutions in the world for its impact on innovation. We expand basic knowledge in the biosciences and use these fundamental advancements to develop profound innovations that improve wellbeing. Our educational and training programs mold talented and committed students and postdocs into leading edge scientists. Scientists in the institute’s six academic research departments work hand-in-hand with researchers of the Scripps Research Translational Institute and Calibr to 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 to better 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 VP of Marketing & Communications
POSITION SUMMARY:
We have an exciting opportunity for an Executive Assistant supporting the Vice President of Marketing and Communications at Scripps Research in La Jolla, California, home to many of the world’s most renowned scientists. This role will serve as a trusted liaison with internal/external stakeholders and teams, ensuring exceptional support to the Vice President by leveraging your exceptional organization, communications and administrative skills to triage and prioritize incoming requests. No two days will be the same, so if you are someone that enjoys working in a fast-paced environment with variety in your work then this role is for you.
RESPONSIBILITIES AND DUTIES:
- Executive support duties include: proactively managing complex and dynamic executive calendar and uses expertise to independently schedule and coordinate activities, meetings and various events; managing all travel-related needs, including booking flights, hotel room, and ground transportation; plans and coordinates meetings, including catering when needed; greeting office visitors; and regularly correspond with executive assistants and administrative staff, both internally and externally, in order to respond to questions and provide information pertaining to the VP’s schedule in a clear, concise, and professional manner.
- General administrative support duties include: answering the main phone line; assisting with setup for group meetings; placing department supply orders; and processing SOWs and invoices.
- Independently prepares and submits reimbursements for VP and department staff.
- Composes and/or proofreads a wide variety of correspondence; may draft independently or from verbal instruction.
- Screens office visitors and telephone callers; triages requests for information on, procedures, systems, and precedents; receives and routes mail.
- Recommends improvements in workflow, procedures, and use of equipment and forms related to the administrative support functions.
- Fosters solid relationships and liaises with outside consultants, internal employees, executive staff and other business associates.
- Shares and collects information with/from organization staff and management for the purpose of work coordination, problem resolution, and information sharing.
- Manages sensitive information and documents with the utmost confidentiality.
- Investigates and purchases required supplies and equipment as necessary.
- Maintains organized electronic and paper files for efficient data retrieval.
- Details of established essential functions for this position will be addressed/discussed during the interview process.
REQUIREMENTS:
- High school diploma, (GED) or equivalent combination of education, training and experience.
- Bachelor’s Degree or equivalent preferred.
- 5+ years progressive experience in executive management support as Executive Assistant.
- Proficient and advanced skills with Microsoft Office (Outlook, Word, Excel, and PowerPoint).
- Excellent written and verbal communication skills.
- Experience with receiving and organizing financial and technical documents and information.
- Advanced organizational skills with high attention to detail and excellent customer service.
- Must be self-directed, with the ability work independently and prioritize multiple tasks, work under pressure with shifting priorities to meet deadlines.
- Proficient 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.
- Diligent, reliable, and a strong sense of responsibility particularly in relation to confidential and sensitive matters
PHYSICAL REQUIREMENTS:
May include stationary position for an extended period of time, traverse campus/facility as needed, operate machinery such as computer, phone, copy machine; exposure to cold or hot temperatures.
COMPENSATON:
The expected hiring range for this position is $80,000 to $90,000/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) (which is similar to a 401(k) using your own pre or post-tax dollars)
- Full Suite of Health and Welfare plans including three medical plan options (including an HSA available option), dental, vision, life insurance, disability, EAP and more
- Access to Flexible Spending Accounts (Medical/Dependent Care)
- Remote/Hybrid/Flexible work schedules (Dependent on role)
- 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. Underrepresented individuals are encouraged to apply.