ADMINISTRATIVE MANAGER, EXECUTIVE OFFICE

About the role

Sanford Burnham Prebys is a vibrant global community of talented scientists and researchers from over 30 countries, enriching perspectives and enhancing creative approaches to solving complex scientific challenges. The Administrative Manager, Executive Office provides administrative leadership and operational coordination for the Institute’s Executive Office. This role manages executive scheduling and administrative workflows, supports Board of Directors and Board Committee operations, and coordinates Executive Office engagement with Philanthropy to support CEO external activities. The position exercises independent judgment in prioritizing competing demands, resolving administrative issues, and ensuring alignment with institutional priorities and executive direction.

Responsibilities

• Executive Office Administration and Coordination
  • Serve as the administrative lead for the Executive Office, ensuring consistent, efficient, and responsive administrative support for the CEO, Executive Leadership Team, and related institutional priorities.
  • Establish, maintain, and improve administrative workflows, scheduling practices, preparation timelines, and communication standards for Executive Office activities.
  • Manage calendaring and scheduling for designated Executive Leadership Team members and coordinate alignment across executive, Board, philanthropy, and institutional commitments.
  • Identify, prioritize, and resolve scheduling conflicts, competing administrative demands, and cross-functional coordination issues, escalating complex matters as appropriate.
  • Coordinate executive meetings, calls, briefings, and related deliverables to ensure accuracy, timeliness, and effective use of executive time.
• Board of Directors and Governance Support
  • Serve as the primary administrative and logistical point of contact for Board members.
  • Plan and coordinate Board of Directors and Board Committee meetings, including schedules, logistics, agendas, materials, communications, and Board portal administration.
  • Coordinate with the Chief Legal Officer/Corporate Secretary and other Board Committee management liaisons to support preparation and delivery of Board and Committee materials.
  • Track Board-related deliverables, action items, and timelines to support timely follow-through.
• Executive Office and Philanthropy Coordination
  • Serve as the central administrative liaison between the Executive Office and Philanthropy to support CEO donor, partner, prospect, and external engagement activities.
  • Coordinate with Philanthropy leadership to align CEO availability, meeting cadence, briefing materials, schedules, and follow-up workflows.
  • Facilitate the timely collection and routing of briefing materials, background information, communication points, acknowledgements, and related action items.
  • Monitor and resolve scheduling conflicts or competing priorities involving philanthropy-related CEO activities, escalating complex decisions as appropriate.
• Executive Assistant Oversight
  • Provide direction to the Executive Assistant on scheduling priorities, workload, logistics, and administrative execution.
  • Delegate day-to-day coordination and logistics, as appropriate.
  • Serve as the escalation point for complex scheduling conflicts, Board-related matters, sensitive requests, and high-priority administrative issues.
  • Ensure the quality, completeness, and timeliness of administrative outputs.
• Perform other related tasks, duties, and responsibilities as required, assigned, or directed.

Requirements

• Education: Bachelor’s degree in business administration, public administration, communications, or related field preferred; equivalent experience may be considered.
• Experience: Eight (8) years of progressively responsible experience in executive administration, executive office management, or governance support in a complex organization. Demonstrated experience supporting senior executives, including a CEO. Prior experience coordinating Board operations strongly preferred. Prior supervisory experience required.
• Certification, Licenses: None.

Skills

• Strong understanding of executive office operations and Board governance processes and protocols.
• Demonstrated ability to manage complex executive scheduling, competing priorities, and sensitive matters while exercising sound judgment and discretion.
• Excellent written and verbal communication skills, including the ability to prepare executive- and Board-level materials.
• Ability to build and maintain effective working relationships with executives, Board members, donors, and internal and external stakeholders.
• Exceptional professionalism, discretion, judgment, and ability to manage highly confidential and sensitive information.
• Strong organizational and project management skills with the ability to coordinate multiple complex initiatives and deadlines simultaneously.
• Proficiency in Microsoft 365, executive support technologies, and Board governance platforms (e.g., Nasdaq Boardvantage).
• Demonstrated initiative, resourcefulness, and problem-solving skills in a fast-paced executive environment.

Supervisory Responsibilities

Direct supervision of the Executive Assistant. No indirect supervision responsibilities.

Work Environment

This is an on-site position in a standard office setting. The role involves frequent exposure to low to moderate noise, various odors, temperature changes, and standard office equipment such as computers, phones, and printers.

Physical Requirements

• Sitting, Standing and Walking: Ability to occasionally (up to 3 hours) stand and walk to attend meetings and between workstations, but will be sitting for extended periods (6 – 8 hours) daily.
• Bending, squatting, climbing, kneeling, crawling, or twisting: Occasionally required.
• Lifting and Carrying: Occasionally lift and carry equipment and materials up to 10 lbs.
• Manual Dexterity: Simple or power grasping with the hand, pushing/pulling, reaching above the shoulder, and fine manipulation of hands may occasionally be required.
• Repetitive Motions: Daily repetitive use of hands, primarily for keyboarding/typing.

Work Location

This is an onsite position in San Diego. Candidates must be willing to work onsite, and out-of-state applicants must be willing to relocate.

Pay

The expected hiring range for this position is $125,000 - $140,000 annually, commensurate with relevant experience.