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 within 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 discrimination and harassment of any type. We are committed to creating an inclusive environment for all employees. Aspen is not able to provide visa sponsorship for this role. Applicants must have valid work authorization that does not require employer sponsorship now or in the future.

Total Rewards and Culture:

Aspen Neuroscience, Inc., located in scenic Torrey Pines, is noted for its collaborative and learning focused culture where each person is valued for contributing their strengths and energy to building a world-class line of products for patients in need. 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.

The anticipated salary for candidates who will work in San Diego is $79,040-$93,600 annually. The final salary offered to a successful candidate will be dependent on several factors that may include but are not limited to the type and length of experience within the industry, education, etc.  Aspen Neuroscience is multi-state employer, and this salary range may not reflect positions that work in other states.