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113 - Executive Administrator

9420 Athena Cir, La Jolla, CA 92037, USA Req #65
Monday, April 8, 2019
Executive Project Manager

Job Summary
The Executive Administrator provides specialized project management and coordination for the Executive Office. Scope of duties is broad and encompasses business, legal, contractual, intellectual property, and financial matters. Responsible for independent tasks and projects, taking a high level of initiative. Reports directly to the EVP/COO.

Essential Duties and Responsibilities
  • Oversees administrative support and project support for the Executive Office. Acts as point of contact and prioritizes all requests of the P/CSO and EVP/COO
  • Executes special projects, including high-level projects that are complex in nature spanning multiple areas of focus.
  • Support of Corporate Secretary in coordination and governance duties, such as:
    • Ensures compliance with Board governance
    • Management of corporate documents and oversight of corporate document repository
    • Point of contact for corporate records
  • Board Secretary Duties
    • Acts as primary point of contact for the Board of Directors, coordinating all communications and business pursuits, from recruitment through all term activities and final retirement.
    • Organization, oversight, and execution of all aspects of the quarterly Board of Directors meetings and related meeting activities; such as coordination and production of meeting materials and presentations, distribution of materials and maintenance of record library, record of meeting minutes, etc.
    • Organization, oversight, and execution of all aspects of Board Committee; such as coordination and production of meeting materials and presentations, distribution of materials and maintenance of record library, record of meeting minutes, etc.
    • Coordinates the execution of all follow-up tasks related to Board and Committee meetings.
  • Provides project management and project support to the Executive Office, such as:
    • Ad hoc and special reporting as requested
    • Other projects as assigned
  • Interacts with Board members, faculty, research and administrative staff, outside executives and scientists, recruits, and other parties to foster relationships and facilitate communication and the resolution of matters.
  • Manages the Executive Assistant and Project Assistant of the Executive Office assuring efficiency of operations, personnel development and excellent customer service.
Requirements
  • Bachelor's Degree or equivalent and minimum 5 years progressively responsible professional experience in administration; OR, any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.
  • Flexible, attention to detail and ability to problem solve, excellent organization and communication skills
  • Effective management experience
  • Be a proactive “doer”
  • An entrepreneurial spirit and “no task too big or too small” attitude
  • Ability to prioritize and adapt to changes to meet deadlines effectively 
How to apply:
Interested candidates please upload your resume.

Other details

  • Job Function GA
  • Pay Type Salary
  • 9420 Athena Cir, La Jolla, CA 92037, USA