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Part-Time Executive Assistant- San Diego

  • Location: San Diego
  • $ Salary: US$50 - US$70 per hour per hour
  • Job Type:Contract

Posted 17 days ago

  • Sector: Life Sciences
  • Contact: Alicia Licht
  • Expiry Date: 17 June 2023
  • Job Ref: JN -052023-479362

This role will likely be 10-15 hours per week, and is a 6-9 month contract to start. Ideally this person will be in Southern CA and can offer occassional face time, although this role is primiarily remote. Can consider fully remote for an ideal candidate as well. This work can be done supplemental to another role as long as the candidate is accessible during business hours.

The right fit will have extensive experience providing efficient administrative support to executives with strong attention to detail and project management skills. This position requires a positive, self-directed work style to complete tasks with minimal supervision, the ability to leverage technology and tools to solve problems, the initiative to think and act independently and anticipate requirements, and the judgment and dexterity to react and shift priorities quickly while remaining calm and efficient with a professional image.

Primary Responsibilities:

● Organize, set up and support meetings and teleconferences across multiple time zones; ensure participant scheduling communication

● Maintain calendars, ensuring they remain updated and accurate; identify and resolve potential conflicts

● With guidance from Executive, schedule and coordinate meetings and company communications with internal and external stakeholders, including Board of Directors and Investor meetings

● Provide phone and email support, and prompt follow-up to meeting requests and correspondence

● Manage and track leads

● Manage vendors and negotiate rates

● Respond quickly and effectively to last minute changes to meetings and logistics

● Track and maintain confidential files, business documents (such as NDAs), and contact information in SharePoint cloud to support B2B and academic discussions

● Arrange air travel, hotel accommodations, and other transportation needs, and meals/restaurants for Domestic and International travel

● Prepare and process expense reports promptly

● Prepare, organize, modify and publish presentations, handouts and other communications


● Bachelor's Degree preferred

● 5+ years of administrative experience supporting a senior executive in a fast-paced environment with little supervision

● Prior experience at a rapidly growing Biotech or Life Sciences company

● Proficient in MS-Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, DocuSign, and web-conferencing programs (Teams, Zoom, etc.)

● Discretion, combined with poise and professionalism, in all communications

● Ability to exercise good judgment regarding information that may be confidential or sensitive

● Ability to multitask and prioritize work with strong attention to detail to ensure deliverables are met on-time and accurately

● Excellent planning, organizational, problem-solving, written and verbal communication skills

● Self-directed and able to work to achieve objectives with little oversight especially within a remote work environment

● Professional appearance with effective in-person, phone, and email presence

● Positive, upbeat personality and team player with excellent interpersonal communication skills