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Administrative Assistant

Duration: 4 month contract (coverage for a leave)

Location: San Diego, CA 92122 - onsite Tuesdays, Wednesdays, Thursdays

Pay Range: $39.75 - $49.75

Seeking an Administrative Partner to provide high ‐ impact support to multiple Vice Presidents. This role is based on site at San Diego headquarters and serves as a trusted right ‐ hand partner to executive leadership. The Administrative Partner is responsible for strategically prioritizing executive schedules, ensuring optimal use of leaders’ time, coordinating critical meetings and events, and supporting effective execution across the organization within a fast ‐ paced, complex environment.

Key Responsibilities:

· Own and manage complex executive calendars, thoughtfully prioritizing critical business activities, governance forums, and cross ‐ functional engagements.

· Develop strong, highly collaborative working relationships with leaders, maintaining a deep understanding of priorities, preferences, and operating rhythms.

· Plan and execute large ‐ scale, high ‐ visibility meetings and events (on ‐ site, off ‐ site, and hybrid), ensuring operational excellence, stakeholder alignment, and a positive employee experience.

· Coordinate domestic and international travel arrangements with a focus on efficiency, cost awareness, and executive preparedness.

· Manage expense reporting and related financial administration with accuracy, timeliness, and adherence to company policies.

· Exercise sound judgment and discretion when handling highly confidential information and sensitive internal and external communications.

· Act as a culture carrier and relationship builder, fostering trust, collaboration, and engagement across teams and functions.

· Demonstrate strong business partnership with leaders across departments, functions, sites, and geographies.

· Serve as an ambassador, both internally and externally, consistently exhibiting professionalism, positivity, and company values.

· Organize and support group meetings and events end ‐ to ‐ end, coordinating logistics and all aspects of meeting execution.

· Collaborate with other Administrative Partners to ensure effective executive coverage and contribute to process improvement and standardization.

· Perform other related duties as assigned in support of departmental and company objectives.

Preferred Knowledge, Skills and Abilities:

· Ability to effectively manage competing priorities and make sound decisions in a dynamic, fast ‐ paced environment.

· Self ‐ motivated and capable of working independently with minimal direction.

· Strong attention to detail with the ability to drive tasks and action items to completion.

· Proven ability to exercise independent judgment on behalf of executives and their teams.

· Excellent collaboration and interpersonal skills.

· High degree of integrity, accountability, and professionalism.

· Strong executive presence with the ability to remain calm, confident, and composed under pressure.

· Demonstrated flexibility, adaptability, and willingness to learn and grow.

Requirements:

· Experience in a biotechnology or pharmaceutical environment preferred.

· 5–10+ years of administrative experience in a mid‐ to large‐sized organization, preferably supporting multiple Vice Presidents.

· Proven experience with calendar management, meeting and event coordination, presentation preparation, conference support, and expense administration.

· Ability to engage effectively with senior leaders, customers, and partners with a high level of professionalism.

· Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.

· Bachelor’s degree preferred (Psychology, English, Communications, Marketing, or related field); high school diploma required.

Benefits:(employee contribution)

 Health insurance

 Health savings account

 Dental insurance

 Vision insurance

 Flexible spending accounts

 Life insurance

 Retirement plan

We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.