Institute Relations Executive Assistant

9420 Athena Cir, La Jolla, CA 92037, USA Req #275
Wednesday, May 25, 2022

Job Summary

The Institute Relations Executive Assistant (IREA) will provide executive administrative support to the Chief Advancement Officer (CAO) and Chief Communications Officer (CCO) and manage the administrative tasks related to both departments (jointly known as Institute Relations). This position will be a member of both departments, and as such will perform tasks and duties that support the operations of each department   including but not limited to maintaining contact information for prospect and donor records in the CRM database (Salesforce) and email marketing platform (Pardot); tracking department supplies and expenses; and executing special projects on an as-needed basis. 


Because this position functions as part of the Institute Relations team and may frequently interact with the Institute’s President and CEO, Chief Scientific Officer, Faculty as well as the public on the Institute’s behalf, this position requires a professional, welcoming demeanor and strict confidentiality. 


Essential Duties and Responsibilities 

Executive Administrative Support:

  • Supports the CAO with scheduling meetings, sending out mailings, meeting material prep, and other strategic projects as needed.
  • Supports the CCO with scheduling meetings with faculty and media, preparing press kits, and other strategic projects as needed.
  • Supports the CAO and CCO with their personal expense reports.
  • Supports the day-to-day needs of the CAO and CCO including fielding requests for them.


Departmental Administrative Support:

  • Manages processing of invoices and check requests from vendors for Advancement and Communications departments.
  • Reconciles the Advancement and Communications department credit card statements monthly.
  • Manages department’s supply of LJI’s marketing materials and general office supplies and orders new supplies as needed.
  • Catalogues/archives LJI’s outreach materials for reference (i.e. mailings, IM, event invites, etc.).
  • Calendars and participates in Advancement Department meetings, Communications Department meetings, and Institute Relations meetings and organizes agendas and takes notes on follow up as requested. 


Data Management:

  • Creates and updates donor and prospect records in Salesforce and Pardot as directed by the CAO or CCO.
  • Helps organize the Departments’ server files related to the administration and operations of the department. 
  • Supports both departments with digital asset management.
  • Helps ensure LJI external facing materials (i.e. fact sheets, faculty profiles, slide decks) are updated regularly and are easily accessible for department members and all LJI employees.


Events and Outreach:

  • Supports the Communications team with onsite media interviews, film production, etc. as assigned by the CCO.
  • Assists the Engagement and Stewardship Officer (ESO) with the execution of public events including but not limited to Life Without Disease Series, Live from the Lab Webinar Series, Board Dinners and Meetings, PGAC Meetings, private tours, and donor and prospect events (i.e. salon events). Events may be in the evenings and on weekends.
  • Attends events and assists the ESO with tasks related to setup, check-in, and clean up as requested.
  • Attends Board, PGAC and salon events as appropriate. 


  • In addition, the IREA shall:
    • Represent the Advancement or Communications Department internally as assigned
    • Represent LJI externally as assigned 

Leveling Requirements

  • Previous administrative support experience, with ability to prioritize, maintain attention to detail, and have a high degree of accuracy. 
  • Demonstrated experience using personal computers and a wide variety of software for presentations, written communication, data processing, and electronic communication.
  • Excellent communication skills, including verbal and written. Ability to write and edit letters and other communications, as needed.
  • Exceptional interpersonal skills and the ability to interact in a positive and effective manner with diverse clientele, including donors, senior management, faculty, and other staff using a high degree of tact, diplomacy, and discretion, with an emphasis on flexibility and professionalism.
  • Candidates must possess a high level of independence and motivation, to maintain confidentiality, and to anticipate problems and needs of the department, taking necessary actions to mitigate potential negative effects and proactively assisting where possible.
  • Prior experience with Google Suite and Microsoft Suite preferred.
  • BA/BS degree. 

LJI provides Equal Employment Opportunity (EEO) to all employees and applicants regardless of race, national origin, religion, sex, marital status, age, mental or physical disability, medical condition, veteran status, sexual orientation, or pregnancy. This applies to all personnel practices, including recruitment, hiring, training, promotion, compensation, benefits, transfers, educational assistance, and social and recreational programs.

With over 20 different countries represented, diversity is respected and celebrated at LJI. We are committed to ensuring a safe and compassionate environment that is equal, just, and fair. Science and discovery benefit from a diversity of talents, a diversity of approaches, and a diversity of perspectives. The La Jolla Institute’s Diversity, Equity, and Inclusion Initiative is designed to help us identify areas at the Institute that need improvement so we can together create an environment that is inclusive, provides equal opportunities, and opens doors that propel our research for human health. 

Other details

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