Administrative Manager, Executive Office

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Full-Time Exempt Manager San Diego, California, San Diego, CA, US

3 days ago Requisition

Salary Range: $ To $ Annually

Sanford Burnham Prebys is much more than a research facility and hub for innovation; it’s a vibrant global community of talented scientists and researchers from over 30 countries. This worldwide representation enriches our perspectives and enhances our creative approach to solving complex scientific challenges.

We strive to be leaders not only in biomedical research but also in creating an environment where excellence thrives through collaboration across cultures and backgrounds. Our mission is to advance the biomedical sciences by cultivating the next generation of scientific leaders, providing meaningful opportunities for researchers of all backgrounds to learn, innovate, and make breakthrough discoveries that improve human health.

Together, we translate science into health.

The duties and responsibilities contained in the job description are intended to be examples of the accountabilities for which the person in the position will demonstrate competency through performance. The job description is not intended to be an all-inclusive list. Duties and responsibilities are subject to change and other duties may be assigned as necessary.

Position Summary:

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 exercises independent judgment in prioritizing competing demands, resolving administrative issues, and ensuring alignment with institutional priorities and executive direction

Duties and Responsibilities:

Executive Office Administration and Coordination

• 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.

Board of Directors and Governance Support

• 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.

Executive Office and Philanthropy Coordination

• 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.

Minimum Qualifications:

Education: Bachelor’s degree in business administration, public administration, communications, or related field preferred; equivalent experience may be considered

Experience:

• Eight (8) years of progressively responsible experience in executive administration,…