Executive Office Assistant Jobs (NOW HIRING)

Sanford Burnham Prebys is much more than a research facility and hub for innovation; it’s a vibrant global community of talented scientists and researchers from over 30 countries. This worldwide representation enriches our perspectives and enhances our creative approach to solving complex scientific challenges.

We strive to be leaders not only in biomedical research but also in creating an environment where excellence thrives through collaboration across cultures and backgrounds. Our mission is to advance the biomedical sciences by cultivating the next generation of scientific leaders, providing meaningful opportunities for researchers of all backgrounds to learn, innovate, and make breakthrough discoveries that improve human health.

Together, we translate science into health.

The duties and responsibilities contained in the job description are intended to be examples of the accountabilities for which the person in the position will demonstrate competency through performance. The job description is not intended to be an all-inclusive list. Duties and responsibilities are subject to change and other duties may be assigned as necessary.

Position Summary:

The Administrative Manager, Executive Office provides administrative leadership and operational coordination for the Institute’s Executive Office. This role manages executive scheduling and administrative workflows, supports Board of Directors and Board Committee operations, and coordinates Executive Office engagement with Philanthropy to support CEO external activities. The position exercises independent judgment in prioritizing competing demands, resolving administrative issues, and ensuring alignment with institutional priorities and executive direction

Duties and Responsibilities:

Executive Office Administration and Coordination

• Serve as the administrative lead for the Executive Office, ensuring consistent, efficient, and responsive administrative support for the CEO, Executive Leadership Team, and related institutional priorities.
• Establish, maintain, and improve administrative workflows, scheduling practices, preparation timelines, and communication standards for Executive Office activities.
• Manage calendaring and scheduling for designated Executive Leadership Team members and coordinate alignment across executive, Board, philanthropy, and institutional commitments.
• Identify, prioritize, and resolve scheduling conflicts, competing administrative demands, and cross-functional coordination issues, escalating complex matters as appropriate.
• Coordinate executive meetings, calls, briefings, and related deliverables to ensure accuracy, timeliness, and effective use of executive time.

Board of Directors and Governance Support

• Serve as the primary administrative and logistical point of contact for Board members.
• Plan and coordinate Board of Directors and Board Committee meetings, including schedules, logistics, agendas, materials, communications, and Board portal administration.
• Coordinate with the Chief Legal Officer/Corporate Secretary and other Board Committee management liaisons to support preparation and delivery of Board and Committee materials.
• Track Board-related deliverables, action items, and timelines to support timely follow-through.

Executive Office and Philanthropy Coordination

• Serve as the central administrative liaison between the Executive Office and Philanthropy to support CEO donor, partner, prospect, and external engagement activities.
• Coordinate with Philanthropy leadership to align CEO availability, meeting cadence, briefing materials, schedules, and follow-up workflows.
• Facilitate the timely collection and routing of briefing materials, background information, communication points, acknowledgements, and related action items.
• Monitor and resolve scheduling conflicts or competing priorities involving philanthropy-related CEO activities, escalating complex decisions as appropriate.

Executive Assistant Oversight

• Provide direction to the Executive Assistant on scheduling priorities, workload, logistics, and administrative execution.
• Delegate day-to-day coordination and logistics, as appropriate.
• Serve as the escalation point for complex scheduling conflicts, Board-related matters, sensitive requests, and high-priority administrative issues.
• Ensure the quality, completeness, and timeliness of administrative outputs.

Performs other related tasks, duties and responsibilities as required, assigned, or directed.

Minimum Qualifications:

Education: Bachelor’s degree in business administration, public administration, communications, or related field preferred; equivalent experience may be considered

Experience:

• Eight (8) years of progressively responsible experience in executive administration, executive office management, or governance support in a complex organization
• Demonstrated experience supporting senior executives, including a CEO
• Prior experience coordinating Board operations strongly preferred
• Prior supervisory experience required

Certification, Licenses: None

Other Knowledge, Skills and/or Abilities:

• Strong understanding of executive office operations and Board governance processes and protocols.
• Demonstrated ability to manage complex executive scheduling, competing priorities, and sensitive matters while exercising sound judgment and discretion.
• Excellent written and verbal communication skills, including the ability to prepare executive- and Board-level materials.
• Ability to build and maintain effective working relationships with executives, Board members, donors, and internal and external stakeholders.
• Exceptional professionalism, discretion, judgment, and ability to manage highly confidential and sensitive information.
• Strong organizational and project management skills with the ability to coordinate multiple complex initiatives and deadlines simultaneously.
• Proficiency in Microsoft 365, executive support technologies; and Board governance platforms (e.g., Nasdaq Boardvantage).
• Demonstrated initiative, resourcefulness, and problem-solving skills in a fast-pace executive environment.

Supervisory Responsibilities:

Direct: Yes

Indirect: None

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

This is an on-site position. The work environment is in a standard office setting. Frequently exposed to low to moderate noise, various odors, temperature changes, and equipment with moving parts, including but not limited to computers, phones, printers, and other standard office equipment.

Physical Requirements

The basic physical requirements of this role are:

• Sitting, Standing and Walking: Ability to occasionally (up to 3 hours) stand and walk to attend meetings and between workstations, but will be sitting for extended periods (6 – 8 hours) daily.
• Bending, squatting, climbing, kneeling, crawling or twisting: The ability to perform these activities may occasionally be required.
• Lifting and Carrying: The capability to occasionally lift and carry equipment and materials between 0 – 10 lbs. may be required.
• Manual Dexterity: Simple or power grasping with their hand, pushing/pulling, reaching above their shoulder and fine manipulation of their hands may occasionally be required.
• Repetitive Motions: The repetitive use of hands daily is required, usually for keyboarding/typing.

Work Location: This is an onsite position; candidates must be willing to work onsite in San Diego. Out-of-state applicants must disclose their willingness to relocate.

Compensation: The expected hiring range for this position is $125,000-$140,000/annually commensurate with relevant experience.

We welcome talented individuals of all backgrounds regardless of gender, sex, religion, race, national origin, citizenship, age, disability, perceived disability, pregnancy, pregnancy-related condition, reproductive health decisions, sexual orientation, gender identity, gender expression, genetic information, HIV/AIDS, marital status, covered veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. We are proud to be an equal employment opportunity employer.

As part of this commitment, Sanford Burnham Prebys Medical Discovery Institute will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If a reasonable accommodation is needed, please contact our Benefits Team at (858) 646-3100 or via e-mail at benefits@sbpdiscovery.org