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J. Craig Venter Institute · 11 hours ago

Executive Assistant

La Jolla, CA

Full-time

Onsite

Senior Level

$83K/yr - $95K/yr

7+ years exp

J. Craig Venter Institute is seeking an Executive Assistant to provide administrative support to the Chairman/CEO. The role involves managing schedules, coordinating meetings, handling confidential information, and overseeing office operations to ensure smooth functioning.

BiotechnologyGeneticsHealth CareNon Profit

Responsibilities

Plans, coordinates, and schedules the Chairman’s activities by maintaining a daily schedule via Outlook. Schedules both internal and external meetings and conference calls

Coordinates speaking engagements both domestic and international; manages all incoming speaking invitations and maintains a detailed list of confirmed and pending events

Prepares and maintains a detailed calendar of significant calendar entries on a multi-year basis

Develops and recommends administrative office procedures and systems; ensures smooth office operations

Manages external contacts, proactively understanding who they are, identifying priority contacts and keeping track of periodic communication as needed

Receives and screens telephone calls to the Chairman and provides assistance using independent judgment to determine those requiring immediate attention; prioritize, channel, and facilitate communication to/from management / staff and others

Oversees the coordination of travel for the Chairman. This includes the scheduling and booking of flights, lodging, and transportation; preparation of travel itineraries; managing a detailed schedule of upcoming travel; collects receipts and submits the proper paperwork for reimbursement after each trip

Independently responds to letters and general correspondence of a routine nature

Prepares and maintains the annual budget for the Office of the Chairman

Interacts on a regular basis with the Executive Assistant to the Board of Directors, as well as, directly with the Board regarding coordination of meetings and other miscellaneous occurrences as they may arise

Receives and distributes incoming mail; review and evaluate mail to identify those items requiring priority attention of the Chairman

Manages confidential files and the Chairman’s library. Maintains an index system on the files

Maintains strict confidentiality of the Chairman’s callers, visitors, mail, faxes, email, files and any other correspondences

Attends meetings and takes minute notes for the Chairman as necessary

Assists with special projects and assignments as necessary

Responsible for the integration of environmental, health and safety protocols into work activities. This includes reporting potential hazards and when necessary helping to implement solutions to ensure safety and respect for the environment

Performs other duties as assigned

Strictly adheres to all documented JCVI policies and procedures to include carrying out all functions required of Institute employees (i.e. completion of timesheets in an accurate and timely manner)

Qualification

Executive administrative experienceCalendar managementConfidential information handlingScientific environment experienceComputer aptitudeOrganization skillsInterpersonal skillsProblem-solving skillsCommunication skills

Required

High School diploma or equivalency required

Minimum of seven years of executive administrative experience performing duties listed above

Demonstrated ability to effectively supervise staff

Ability to manage executive team schedules and plan meetings of all different types and sizes

High level of discretion for confidential work and information; ability to appropriately handle critical information and sensitive situations

Must have strong computer aptitude, including experience with word processing and spreadsheet software; excellent typing skills required

Willingness to learn additional software packages as needed

Excellent organization and time management skills; ability to meet tight deadlines

Ability to proofread and edit with accuracy; detail oriented

Proficiency with standard administrative procedures and office equipment

Ability to handle a variety of tasks and shift priorities simultaneously

Strong interpersonal skills; ability to effectively interact with all levels of staff and external contacts; ability to work as an effective team member

Cooperative and service-oriented attitude; must be able to work under pressure and maintain a professional demeanor

Ability to work flexible hours which may include overtime on occasion

Ability to use sound judgment to effectively solve problems within the scope of the position

Must have a high level of initiative and ability to work with minimum supervision

Superior verbal and written communications skills