Executive Assistant

Executive Assistant Role Overview We are seeking an experienced candidate with a demonstrated track record as a senior executive assistant or executive business partner, with proven judgment and extensive experience in comparable roles supporting senior leadership. This individual must possess demonstrated capability as a trusted gatekeeper and strategic partner with ability for balancing priorities and requires someone who is proactive, organized, and detail-oriented, with a strong sense of engagement and urgency in executing tasks. This position is based fully onsite in Pasadena and is not a remote or hybrid role. Responsibilities Provide executive business partner and administrative support to the VP and Site Head, coordinating and managing site functions and initiatives, and leading select initiatives independently. Effectively manages site initiatives using a range of software and scheduling systems, and coordinates with business unit colleagues, the larger administrative assistant community, and internal and external business partners and vendors. Track projects, schedule and run regular site meetings with senior scientists to monitor progress for senior leadership, and prepare minutes and progress summaries. Proactively manage daily calendars, initiate contact, and build strong working relationships across and beyond the immediate work group. Manage all travel arrangements (domestic & international) for VP, often with complex itineraries. Submission and reconciliation of travel expenses. Act as site concierge, supporting visitor facility access and coordinating local arrangements. Respond to routine correspondence as well as handle highly confidential and sensitive information with discretion. Partner with academic centers and external researchers to coordinate regular seminar series and external meeting planning. Own SharePoint sites, Teams pages, databases, and other collaboration tools as assigned. Basic Qualifications Bachelor’s degree along with 5+ years of experience as an executive assistant, executive business partner, or in a business support role that includes experience with executive calendar management, travel and expense planning and oversight, planning site initiatives, meeting coordination (including meeting minutes), correspondence and project tracking. Strong attention to detail and excellent written and verbal communication skills. Ability to work five days per week onsite in the Pasadena office (typical hours 8:30 AM-5:30 PM). This is not a remote or hybrid role. Additional Preferences Experience supporting C-suite executives. Project management skills, with the ability to coordinate cross-functional initiatives. Pay ~$40-50/hr based on experience level #J-18808-Ljbffr Planet Pharma