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