Executive Assistant

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

Miscellaneous

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.