Executive Assistant

Aspen Neuroscience • San Diego, CA

38d • $79,040 - $93,600 • Onsite

About The Position

Aspen is looking for an experienced Executive Assistant to join its team. This role involves a mix of executive support, and strategic partnership. The ideal candidate has experience as a trusted partner to executives, managing complex calendars across time zones, driving meeting strategy and cadence, and ensuring operational excellence through proactive organization and thoughtful problem-solving.

This is an on-site role in Torrey Pines, CA that requires flexibility and availability for after hours, weekend and holiday work as needed. Relocation is not available.

Requirements

• High School diploma required, bachelor’s degree or equivalent education and relevant experience
• Three years of administrative experience supporting executives and senior management and interfacing with external stakeholders required.
• Executive Operations & Strategic Support: Strong capability to support and optimize executive workflows, anticipate needs, and ensure smooth day‑to‑day operations within a fast‑paced, high‑growth healthcare environment.
• Clinical Trial Knowledge: Solid understanding of clinical trial phases and common industry terminology.
• Confidentiality & Ethical Judgment: Demonstrated ability to maintain strict confidentiality, exercise sound discretion in sensitive matters, and uphold the highest ethical standards and professionalism.
• Professional Communication: Highly skilled in clear, professional, and effective communication across all organizational levels, cross‑functionally, and with external stakeholders and vendors.
• Prioritization & Task Management: Proven ability to remain focused while managing and prioritizing multiple requests, tasks, and responsibilities concurrently.
• Organization & Systems Development: Exceptionally organized, with the ability to design, implement, and maintain clear, efficient, and easy‑to-follow systems for others.
• Adaptability & Collaborative Work Style: Comfortable operating in a fast‑paced and occasionally high‑pressure environment; able to navigate change and work both independently and collaboratively across departments.
• Customer Service & Interpersonal Effectiveness: Highly developed customer service orientation with strong interpersonal and relationship‑building skills.
• Clerical & Cloud‑Based Systems Proficiency: Working knowledge of clerical procedures and administrative processes within cloud‑based systems.
• Microsoft Office & Scheduling Expertise: Advanced proficiency in Microsoft Office Suite, particularly PowerPoint and scheduling software.
• On‑Site Work Requirement: This role is a daily, on‑site position based in San Diego with the ability to travel occasionally.

Nice To Haves

• Experience within the life sciences industry preferred.

Responsibilities

• Provide administrative assistance to senior-level officers, managers, staff, and the Company’s board members or advisors, as required.
• Manage executive calendars with complex schedules across multiple time zones, including coordinating and scheduling meetings, prioritizing appointments, and resolving conflicts.
• Manage and schedule travel agendas for executives and outside stakeholders, as needed.
• Perform clerical duties including document retention, ordering supplies, and submitting contracts.
• Perform light accounting duties including executives’ expenses, external stakeholders’ refunds, and purchase requisitions.
• Plan and coordinate logistics for a variety of events with various complexities, which may include internal department events, company-wide events, or with external attendees.
• Assist HR with onboarding protocols for new employees across the organization.
• Partner with Corporate Affairs to develop content to support internal and external department communication.
• May perform receptionist function, such as enforcing company policies for visitor check-in and protocols, and directing, and announcing visitors appropriately.
• Provide backup receptionist support by enforcing visitor check-in policies and directing or announcing visitors as needed.

Benefits

• The company offers a competitive total compensation package, time-off in addition to Company observed holidays, Medical/Dental insurance benefits, onsite gym, and other wellness perks.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED