ADMINISTRATIVE MANAGER, EXECUTIVE OFFICE

Sanford Burnham Prebys Medical Discovery Institute • San Diego, CA

20h • $125,000 - $140,000 • Onsite

About The Position

Sanford Burnham Prebys is a research facility and hub for innovation, comprising a global community of scientists and researchers from over 30 countries. This diversity enriches perspectives and enhances creative problem-solving. The institution aims to be a leader in biomedical research and foster an environment where excellence thrives through collaboration. Its mission is to advance biomedical sciences by cultivating future scientific leaders and providing opportunities for researchers to learn, innovate, and make discoveries that improve human health. 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 requires independent judgment in prioritizing demands, resolving administrative issues, and ensuring alignment with institutional priorities and executive direction.

Requirements

• 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 supervisory experience required
• 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-pace executive environment.

Nice To Haves

• Bachelor’s degree in business administration, public administration, communications, or related field preferred; equivalent experience may be considered
• Prior experience coordinating Board operations strongly preferred

Responsibilities

• 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.
• 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.
• 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.
• 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.
• Performs other related tasks, duties and responsibilities as required, assigned, or directed.

Benefits

• The expected hiring range for this position is $125,000-$140,000/annually commensurate with relevant experience.
• We welcome talented individuals of all backgrounds regardless of gender, sex, religion, race, national origin, citizenship, age, disability, perceived disability, pregnancy, pregnancy-related condition, reproductive health decisions, sexual orientation, gender identity, gender expression, genetic information, HIV/AIDS, marital status, covered veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations.
• We are proud to be an equal employment opportunity employer.
• As part of this commitment, Sanford Burnham Prebys Medical Discovery Institute will ensure that persons with disabilities are provided reasonable accommodations for the hiring process. If a reasonable accommodation is needed, please contact our Benefits Team at [phone] or via e-mail at [email protected]

What This Job Offers

• Job Type: Full-time
• Career Level: Senior