Executive Assistant
Sanford-Burnham Medical Research Institute - La Jolla, CA

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The Executive Assistant will provide advanced-level administrative support to the Institute’s Finance Department Vice President and Directors.

Under limited direction, the Executive Assistant will oversee and assist with the coordination of all administrative aspects of the Finance Department including answering and screening telephone calls; reviewing and distributing incoming mail; assisting with the completion and compilation of various reports; preparing a variety of complex correspondence; act as the main point-of-contact for public inquiries to the department; oversee and maintain departmental websites; support various finance functions such as annual insurance renewals and processing cash receipts; and perform other related duties and tasks as required or assigned.

Will also work independently to coordinate, produce and distribute agendas, materials and PowerPoint presentations for meetings of the Board of Trustees, and its Finance and Audit Committees, and other internal/external groups and external entities; coordinate the dissemination of financial statement information to end user groups; assist in the audit process by preparing and tracking audit confirmations; and maintain Permanent File documents.

The Executive Assistant will coordinate and schedule complex travel arrangements including organizing air travel, lodging arrangements, and ground transportation; developing and disseminating appropriate itineraries; and managing travel expense budgets and reimbursements in compliance with institutional reporting requirements.

Will maintain calendars and schedule and coordinate a broad variety of meetings attended by both internal and external contributors. Will arrange and coordinate meeting rooms and facilities; oversee proper set-up of audiovisual, computer and presentation equipment; coordinate catering, travel and transportation; work with meeting attendees to develop meeting agendas and goals; organize and maintain meeting minutes and summaries; and assist staff with preparation of meeting materials and presentations.

Required Skills

Required Experience

Requires a high school diploma or equivalent and a minimum of 6-8 years of 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. Requires a minimum of 2 years of previous experience in support of finance departments and/or staff.

A proven ability to work cooperatively and strategically in a team environment with all levels of professional and administrative staff is required to effectively lead projects and manage resources is required.

Requires a professional demeanor and strong analytical and organizational skills along with excellent verbal/written communication and interpersonal skills. Must have demonstrated experience interacting with senior level executives and in managing multiple concurrent time-sensitive projects.

Must have professional proficiency in Microsoft Office and the ability to learn department-specific computer systems as needed.

Bachelor’s degree is preferred.

Sanford-Burnham Medical Research Institute - 16 months ago - save job - block
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