SENIOR ADMINISTRATIVE ASSISTANT - EXECUTIVE OFFICE

ABOUT US:

Scripps Research is a nonprofit biomedical institute ranked as one of the most influential in the world for its impact on innovation. We celebrated our 100-year legacy in 2024. This significant milestone marks a century of seminal discoveries in immunology, infectious diseases (such as COVID-19, flu, HIV), neuroscience, heart disease, cancer, and more. Located in La Jolla, California, the institute houses six research departments, multiple Nobel laureates, a top-ranked graduate school and a leading postdoctoral training program. Scripps Research encompasses two elite and highly innovative institutes, the Calibr-Skaggs Institute for Innovative Medicines and Scripps Research Translational Institute, which merge foundational studies in biology, chemistry and computer science with translational science to produce pioneering drugs and advances in digital and precision medicine. Together, we cultivate new scientific leaders and expand the frontiers of knowledge to deliver medical breakthroughs impacting human health around the globe. If you have a passion for making a difference, this could be your opportunity to join our transformative team.

POSITION TITLE: Senior Administrative Assistant - Executive Office

POSITION SUMMARY:

The Senior Administrative Assistant to the Executive Office provides administrative and secretarial support to the CEO and Executive Office staff under the direction of the Chief of Staff. This role is responsible for executing routine and special administrative assignments to support the efficient day-to-day operation of the Executive Office. Responsibilities focus on coordination, documentation, scheduling, and task execution while maintaining strict confidentiality and professionalism.

RESPONSIBILITIES AND DUTIES:

• Provides administrative support to the CEO, General Counsel, Chief of Staff and other Executives as assigned, including, but not limited to, managing calendars, , room scheduling, and maintaining documentation.
• Prepares correspondence, meeting materials, and minutes as directed.
• Coordinates domestic and international travel arrangements and processes related expense reports and reimbursement.
• Prepares, reviews and approves Requests for Payment and requisitions in applicable systems; generates any required reports & submittal for payment.
• Screens office visitors and telephone callers; triages requests for information; receives and routes mail.
• Handles sensitive information and documents with the utmost confidentiality.
• Orders EO supplies and coordinate administrative resources as needed.
• Performs other duties as assigned.
• Details of established essential functions for this position will be addressed/discussed during the interview process.

REQUIREMENTS:

• High school diploma, (GED) or equivalent combination of relevant education, training and experience.
• Bachelor's Degree or equivalent preferred. An equivalent combination of education, training and/or experience, preferably in public relations or communications will be considered.
• Proficient and advanced skills with Microsoft Office software, Adobe Acrobat Pro, and virtual meeting platforms such as Zoom. Willingness to learn and implement new technologies as needed.
• Excellent verbal and written communication skills with impeccable grammar, spelling, and punctuation for English-language writing required.
• Advanced organizational skills with high attention to detail and excellent customer service.
• Must be self-directed with the ability to work independently and prioritize multiple tasks.
• Ability to consistently meet deadlines and work under pressure with shifting priorities.
• Proficient skills and ability to work with a diverse work group and individuals at all staff levels; ability to maintain diplomatic and respectful interactions.
• Must be able to work in a team environment; demonstrate a strong work ethic and collaborative approach with respect to duties and assigned tasks.
• Must maintain confidentiality and use discretion when dealing with sensitive issues and information.
• This is an on-campus position requiring 4 days per week working onsite from our La Jolla campus, with flexibility to work 1 day per week remotely from home.

COMPENSATION:

The expected hiring range for this position is $31.00 to $35.65/hourly, commensurate with experience. Consideration will be given to experience that exceeds the listed requirements.

COMPREHENSIVE BENEFITS INCLUDE:

• Employer Contributed Retirement Plan - Depending on eligibility, employees receive an employer contributed retirement plan (no employee contribution required) and the option to contribute to a 403(b) (which is similar to a 401(k) using your own pre or post-tax dollars)
• Full Suite of Health and Welfare plans including three medical plan options (including an HSA available option), dental, vision, life insurance, disability, EAP and more
• Access to Flexible Spending Accounts (Medical/Dependent Care)
• Competitive vacation and sick leave policies
• Free, on-site parking

The above statements describe the level of work performed and expected in general terms. The statements are not intended to list all the responsibilities, duties and/or skills required of employees so classified, and the content herein is subject to change due to the business needs of TSRI, with or without notice. Furthermore, nothing in this job description shall be interpreted to be in conflict with or to eliminate or modify in any way the employment-at-will status of TSRI staff.

EEO Statement:
The Scripps Research Institute is an Equal Opportunity Employer. We promote diversity of thought, culture, and background in the fields of science. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status. Underrepresented individuals are encouraged to apply.