Executive Assistant

About the Role

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, balancing priorities with a proactive, organized, and detail-oriented approach. The position is fully onsite in Pasadena and is not remote or hybrid.

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 manage site initiatives using a range of software and scheduling systems, and coordinate 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, including 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.

Requirements

• 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.

Preferred Qualifications

• Experience supporting C-suite executives.
• Project management skills, with the ability to coordinate cross-functional initiatives.

Pay

~$40-50/hr based on experience level.