Job Details

Executive Assistant
Role Overview
We are seeking an experienced candidate with a demonstrated track record as a senior executive assistant or executive business partner, with proven judgment and extensive experience in comparable roles supporting senior leadership.  This individual must possess demonstrated  capability as a trusted gatekeeper and strategic partner with ability for balancing priorities and requires someone who is proactive, organized, and detail-oriented, with a strong sense of engagement and urgency in executing tasks. This position is based fully onsite in Pasadena and is not a remote or hybrid role.

Responsibilities

• Provide executive business partner and administrative support to the VP and Site Head, coordinating and managing site functions and initiatives, and leading select initiatives independently.
• Effectively manages site initiatives using a range of software and scheduling systems, and coordinates with business unit colleagues, the larger administrative assistant community, and internal and external business partners and vendors.
• Track projects, schedule and run regular site meetings with senior scientists to monitor progress for senior leadership, and prepare minutes and progress summaries.
• Proactively manage daily calendars, initiate contact, and build strong working relationships across and beyond the immediate work group.
• Manage all travel arrangements (domestic & international) for VP, often with complex itineraries. Submission and reconciliation of travel expenses.
• Act as site concierge, supporting visitor facility access and coordinating local arrangements.
• Respond to routine correspondence as well as handle highly confidential and sensitive information with discretion.
• Partner with academic centers and external researchers to coordinate regular seminar series and external meeting planning.
• Own SharePoint sites, Teams pages, databases, and other collaboration tools as assigned.

Basic Qualifications

• Bachelor’s degree along with 5+ years of experience as an executive assistant, executive business partner, or in a business support role that includes experience with executive calendar management, travel and expense planning and oversight, planning site initiatives, meeting coordination (including meeting minutes), correspondence and project tracking.
• Strong attention to detail and excellent written and verbal communication skills.
• Ability to work five days per week onsite in the Pasadena office (typical hours 8:30 AM-5:30 PM). This is not a remote or hybrid role.

Additional Preferences

• Experience supporting C-suite executives.
• Project management skills, with the ability to coordinate cross-functional initiatives.

Pay ~$40-50/hr based on experience level