Executive Assistant

9420 Athena Cir, La Jolla, CA 92037, USA Req #280
Friday, July 15, 2022

Job Summary


Provides administrative assistance performing routine and complex tasks and projects for the Chief Scientific Officer and Chief Compliance Officer. Responsible for independent tasks and projects, taking a high level of initiative and confidentiality. The successful candidate will serve as the primary resource for communicating information relating to the status of various projects, providing creative pro-active planning options/solutions for meeting short and long-term goals and objectives.

Essential Duties and Responsibilities

  • Provide basic administrative support
  • Prepare expense reports, payment requests, and other administrative forms in accordance with Institute policies and procedures.
  • Purchases ­­­­­­departmental supplies.
  • Serves as primary back-up for the Sr. Executive Assistant role.
  • Compiles information, prioritizes and coordinates various projects as assigned.
  • Assists with Executive meetings and presentations.
  • Performs other duties as assigned.
  • Arranges for back-up coverage during absences.

Administrative Support

Provide basic administrative support, including handling of phone calls, messages, meetings: both in-person and virtual, travel arrangements, electronic calendar, mail, and file creation/maintenance.


Budget Management

Draft and submit budgets to FP&A. Quarterly track spending against budgets to ensure appropriate spending.


Library Program Administration

Maintain and renew journal subscriptions (JoVE, Nature, Cancer). Act as point of contact for labs who need journal access or who cannot access Elsevier journals through UCSD.


Adjunct Faculty

Draft appointment letters for adjunct appointments to LJI, send to President and CSO for signature. On a quarterly basis, maintain adjunct appointment tracking sheet



Complete Priority Funding Report for UCSD. Communicates regularly with CSO/CCO to review status of tasks and to confirm priorities and other important matters.


Leveling Requirements

College diploma or equivalent with excellent command of the English language or equivalent knowledge and skills typically acquired through a minimum of 5 years’ relevant administrative experience.


Outstanding verbal and written communication skills.


Ability to maintain high levels of confidentiality and sensitivity.


Strong organizational and time management skills.  Ability to prioritize and balance numerous/complex tasks, and adapt to changing priorities.


Ability to assume new and goal-oriented tasks.


Strong initiative and follow-up skills.  Self-starter who seeks training and knowledge.


Strong interpersonal skills.  Ability to cooperate and interface with Institute personnel, offices and outside contacts.  Courteous and professional attitude.


Excellent skills in attention to detail, with emphasis on proofreading final work.  Proficiency in spelling, grammar, punctuation and writing/composition skills.


Strong computer skills, particularly G-Suite, MS-Suite Word, Excel, PowerPoint, Mac experience preferred, and ability to work with office/information technology, equipment, and peripherals.


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