Sanford Burnham Prebys is a preeminent, independent biomedical research institute dedicated to understanding human biology and disease, and advancing scientific discoveries to profoundly impact human health. Our scientists are making research breakthroughs in cancer, neuroscience, immunology, and children's disease. We are also at the forefront of finding solutions for emerging health threats such as COVID-19, where we are working to identify drugs that may help millions of people. During our more than 40 year history, we have established an NCI-designated Cancer Center, designed one of the most sophisticated drug discovery centers in the nonprofit world, and created global collaborations that are leading to preventions, treatments and cures to improve human health.

The EXECUTIVE ASSISTANT will provide advanced-level administrative support to the CEO and fulfill several key roles that are integral to the day-to-day success of the CEO. The Executive Assistant will help to promote and maintain a professional office environment that will promote efficiency and support the daily operations of the Institute.

Primary Responsibilities

Scheduling/Event Planning

• Maintains day-to-day schedule of the CEO, adding and adjusting appointments and providing updates and briefings ahead of meetings as necessary.
• Coordinates of planning and execution of complex activities such as meetings, conferences, speaking engagements and any associated travel, including for guests.
• Coordinates CEO’s participation and active membership with the Board of Trustees and with external boards, committees and organizations.

Communication/Document management

• Designs and drafts and prepares memos, talking points, correspondence, presentations, tables, graphs or other documents, soliciting internal support where needed.
• Collects, edits and distributes materials ahead of key meetings/events which may include, agendas, reference materials, abstracts, or participant details.
• Supports preparation for Board of Trustees meetings and committees.
• Handles and routes incoming and outgoing electronic and hard copy correspondence.

Projects and Organizational support

• Develops and maintains tracking systems on project status, requests for information, reports, deadlines, and notices and follows up as appropriate.
• Assists CEO with gathering information in preparation of organizational goals and strategic plans for the Institute.
• Supports development, community outreach and external relations activities in collaboration with the CEO and relevant Institute departments.
• Works independently or as part of a team on special projects. May serve as project manager, at the request of the CEO.

Finance and Budgeting

• Maintains, logs and reconciles budget and processes all invoices and reimbursements for the Office of the CEO.

Required Skills Required Experience

• High School diploma required and 10 years’ directly related executive level administrative support experience or an equivalent combination of education, training and/or experience from which comparable knowledge, skills and abilities have been attained
• Bachelor’s degree strongly preferred, as is previous experience in an academic medical center, university, or research institution
• Previous experience supporting a CEO strongly preferred with demonstrated experience interacting with senior level principal investigators and executives.

Knowledge, Skills, and/or Abilities

• Maintain high degree of professionalism and diplomacy in interacting with all levels of internal and external individuals.
• Possess strong verbal and written communication skills and proactive approach to communicating information.
• Ability to exercise discretion and maintain confidentiality with internal and external communications.
• Ability to organize and prioritize large volumes of information, requests and deadlines and discern when handoffs are appropriate.
• Ability to work independently as well as cooperatively and strategically in a team environment, including effectively leading projects and manage resources.
• Uses sound judgement and analytical skills to prioritize and address concerns, obstacles and projects and when scheduling appointments and meetings.
• Professional proficiency in Microsoft Office, Adobe Photoshop, Adobe Illustrator, Endnote, and the ability to learn department specific computer systems as needed.
• Maintains professional and technical knowledge through ongoing learning which may include attending educational workshops, establishing personal networks and participating in professional associations.
• Possess strong attention to detail and critical thinking to anticipate potential changes or needs before they arise.
• Embody the Institute’s core values of Commitment, Collaboration, Communication, Community and Compassion

Sanford Burnham Prebys Medical Discovery Institute is an Equal Opportunity employer – M/F/Veteran/Disability – committed to the hiring, advancement and fair treatment of all individuals. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other protected status as designated by federal, state or local law. For additional information about your rights as an applicant, click HERE.