Executive Assistant

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.

DUTIES AND 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.

EDUCATION AND EXPERIENCE:

* 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.

* Experience with in the life sciences industry preferred.

JOB SPECIFICATIONS:

* 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.

EEO and Employment Eligibility:

Aspen Neuroscience is committed to providing equal employment
opportunities to all employees and job applicants and prohibits
discriminati…