Title:
Executive Assistant
Pay:$44.00-$49.00/hour
Location:
La Jolla, San Diego
Schedule:
Standard Office Hours
Duration:
4-month contract
This is an Executive Assistant role supporting VP-level and above leadership at a leading life sciences company. The position serves as a key administrative partner across departments, functions, and sites, handling a broad range of high-level support responsibilities including complex scheduling, travel coordination, and confidential communications. The ideal candidate presents a polished professional presence and operates with discretion, strong organizational skills, and a proactive mindset.
Job Responsibilities:
In this role, you will manage and support a variety of administrative functions in direct support of senior executive leadership. Key responsibilities include:
- Maintaining executive calendars and scheduling meetings, conferences, teleconferences, and travel
- Coordinating all domestic and international travel logistics and accommodations
- Planning and managing meeting logistics from start to finish
- Organizing and executing a variety of events including conferences and departmental meetings
- Preparing reports through data collection, analysis, and synthesis
- Producing and transmitting documents by transcribing, formatting, editing, and retrieving text, data, and graphics
- Reconciling and submitting expense reports via Concur
- Screening and directing incoming telephone calls and responding to questions and requests
- Implementing and revising administrative systems and procedures to improve efficiency and productivity
- Managing confidential and business-critical information with the utmost discretion
- Supporting cross-functional business partnerships across multiple departments, functions, and sites
Essential Job Duties and Functions:
- Serve as a professional representative of the organization, both internally and externally
- Manage complex, high-volume calendars and competing priorities for senior leadership
- Complete operational and administrative project assignments and expedite work results
- Implement communications practices that support productivity and organizational effectiveness
Knowledge and Skills:
- Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
- Strong experience with calendar management, event and meeting planning, and conference registration
- Experience with expense report administration (Concur preferred)
- Ability to engage professionally with executive-level internal and external stakeholders
- High degree of discretion in handling sensitive and confidential matters
- Strong written and verbal communication skills
Education and Experience:
- Prior experience supporting VP-level or C-suite executives required
- Background in executive or administrative support within a corporate environment preferred
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