Executive Assistant

Title: Executive Assistant

Pay: $44.00-$49.00/hour

Location: La Jolla, San Diego

Schedule: Standard Office Hours

Duration: 4-month contract

This is an Executive Assistant role supporting VP-level and above leadership at a leading life sciences company. The position serves as a key administrative partner across departments, functions, and sites, handling a broad range of high-level support responsibilities including complex scheduling, travel coordination, and confidential communications. The ideal candidate presents a polished professional presence and operates with discretion, strong organizational skills, and a proactive mindset.

Job Responsibilities: In this role, you will manage and support a variety of administrative functions in direct support of senior executive leadership. Key responsibilities include:

• Maintaining executive calendars and scheduling meetings, conferences, teleconferences, and travel
• Coordinating all domestic and international travel logistics and accommodations
• Planning and managing meeting logistics from start to finish
• Organizing and executing a variety of events including conferences and departmental meetings
• Preparing reports through data collection, analysis, and synthesis
• Producing and transmitting documents by transcribing, formatting, editing, and retrieving text, data, and graphics
• Reconciling and submitting expense reports via Concur
• Screening and directing incoming telephone calls and responding to questions and requests
• Implementing and revising administrative systems and procedures to improve efficiency and productivity
• Managing confidential and business-critical information with the utmost discretion
• Supporting cross-functional business partnerships across multiple departments, functions, and sites

Essential Job Duties and Functions:

• Serve as a professional representative of the organization, both internally and externally
• Manage complex, high-volume calendars and competing priorities for senior leadership
• Complete operational and administrative project assignments and expedite work results
• Implement communications practices that support productivity and organizational effectiveness

Knowledge and Skills:

• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Strong experience with calendar management, event and meeting planning, and conference registration
• Experience with expense report administration (Concur preferred)
• Ability to engage professionally with executive-level internal and external stakeholders
• High degree of discretion in handling sensitive and confidential matters
• Strong written and verbal communication skills

Education and Experience:

• Prior experience supporting VP-level or C-suite executives required
• Background in executive or administrative support within a corporate environment preferred