Current jobs related to Executive Coordinator, External Relations - La Jolla - Salk Inc
-
Executive Assistant
4 weeks ago
La Jolla, United States Eastridge Full timeJob DescriptionJob DescriptionEastridge Workforce Solutions is a leading provider of workforce management solutions, dedicated to connecting skilled professionals with meaningful career opportunities. We are urgently seeking an experienced Executive Assistant/Project Manager to join the Senior Vice President’s office at one of the area’s most prestigious...
-
Senior Executive Assistant
1 week ago
La Jolla, California, United States Eastridge Full timeJob OverviewEastridge Workforce Solutions is a premier provider of workforce management solutions, committed to linking skilled professionals with significant career paths. We are actively seeking a proficient Executive Assistant/Project Manager to support the Senior Vice President's office at a leading educational institution. If you are a meticulous,...
-
Senior Executive Support Specialist
1 week ago
La Jolla, California, United States Eastridge Full timeJob OverviewEastridge Workforce Solutions is a prominent provider of workforce management solutions, committed to linking skilled professionals with significant career paths. We are currently in search of a proficient Executive Assistant/Project Manager to support the office of the Senior Vice President at a distinguished educational institution. If you are...
-
Guest Relations Coordinator
1 week ago
La Jolla, California, United States THE LOT Full timeJoin Our Team at THE LOTTHE LOT is an exciting venue that seamlessly integrates dining, cinema, bar, and café experiences, creating a one-of-a-kind entertainment destination.We are on the lookout for friendly and service-oriented individuals to become part of our team as GUEST RELATIONS COORDINATORS. If you enjoy a bustling atmosphere and love engaging with...
-
Scientific Affairs Lead, Oncology
3 months ago
La Jolla, United States Pfizer Full timeROLE SUMMARY Bring strong scientific and communication skills, along with industry knowledge, to support Head of Scientific Affairs & Strategic Partnerships and Pfizer Oncology Leadership Team (LT) in providing senior-level scientific, strategic and operational support with creation and communication of a compelling scientific narrative for external (...
-
Chief Operations Executive
1 week ago
La Jolla, California, United States Salk Inc Full timePosition OverviewThe Chief Operations Executive at Salk Inc. is responsible for managing all operational aspects of the organization, including facilities management, security operations, environmental health and safety, information technology, and event coordination. As a vital member of the Executive Leadership Team, this role collaborates closely with the...
-
Chief Operations Executive
1 week ago
La Jolla, California, United States Salk Institute Full timePosition OverviewThe Chief Operations Executive at the Salk Institute is responsible for overseeing all operational aspects, including facilities management, security services, environmental health and safety, information technology, and campus events. As a vital member of the Executive Leadership Team, this role collaborates closely with the President,...
-
Executive Assistant, SDSC Director's Office
4 weeks ago
La Jolla, California, United States University of California San Diego Full timeUCSD Layoff from Career Appointment : Apply by 8/20/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Special Selection Applicants : Apply by 8/26/24. Eligible Special Selection clients should contact their Disability Counselor for assistance. This position has recently been accreted by CX...
-
Executive Administrative Assistant
2 weeks ago
La Jolla, United States Eastridge Full time $70 - $80Job DescriptionJob DescriptionEastridge Workforce Solutions, a leader in workforce management, is dedicated to connecting skilled professionals with rewarding career opportunities. We are currently partnering with a family-owned property management company to find an Executive Administrative Assistant. This role involves providing confidential support to the...
-
Client Relations Specialist
1 week ago
La Jolla, California, United States StepStone Group Full timeJob OverviewStepStone Group is a leading Global Private Markets firm dedicated to delivering tailored investment and advisory solutions to some of the most discerning investors worldwide. With a robust portfolio of $675 billion in total capital allocations, including over $150 billion in assets under management, we pride ourselves on our extensive...
-
Office Coordinator
1 week ago
La Jolla, California, United States StepStone Group Full timePosition OverviewThe Office Coordinator will play a pivotal role in supporting the administrative functions of a dynamic and expanding organization. This position involves direct interaction with clients, necessitating a polished and professional demeanor in both face-to-face and telephonic communications.Key Responsibilities:Deliver prompt and professional...
-
Executive Chef
1 day ago
La Jolla, California, United States LA Jolla Beach & Tennis Club Full timeJob SummaryWe are seeking a highly skilled and experienced Chef de Cuisine to join our team at the La Jolla Beach & Tennis Club. As a key member of our culinary team, you will be responsible for creating exceptional dining experiences for our guests and ensuring the highest standards of food quality and presentation.Key ResponsibilitiesRestaurant Operations...
-
Client Relations Coordinator
1 week ago
La Mirada, California, United States Paramount Global Inc. Full timeJob OverviewAt Paramount Global, we prioritize the growth and development of our team members. Our commitment to enhancing the skills of our workforce is vital for our ongoing success and expansion as a company. We are currently seeking a Client Relations Coordinator who will enhance our service quality and ensure exceptional support for both our internal...
-
Executive Director, Global Development Lead
2 months ago
La Jolla, California, United States Pfizer Full timeROLE SUMMARYThis position is for an Executive Director, Global Development Lead within the GU Therapeutic Area.The Global Development Lead will be responsible for defining and executing on the development strategy of Enfortumab vedotin. Reporting to the Vice President, GU Therapeutic Area Late-stage Development Head, the successful candidate should have...
-
Hospitality Banquet Coordinator
1 week ago
La Jolla, California, United States La Jolla Beach & Tennis Club Full timeJob OverviewThe La Jolla Beach & Tennis Club is on the lookout for a dedicated Banquet Manager to enhance our team at our stunning oceanfront venue.Join a diverse workforce at La Jolla Beach & Tennis Club, Inc., where our renowned hotels and dining establishments are built on family values and community engagement. We pride ourselves on providing exceptional...
-
Executive Chef
3 months ago
La Jolla, United States Hotel La Jolla, Curio Collection by Hilton Full timeJob SummaryThe Executive Chef is responsible for supervising and assisting in the preparation of all food items based on standardized recipes for the Restaurant Room Service Employee Cafeteria and Banquets while maintaining the highest standards to produce an appealing and appetizing product. He/she is also responsible for ensuring the cleanliness sanitation...
-
Executive Chef
13 hours ago
La Jolla, California, United States Hotel La Jolla Full timeJob SummaryWe are seeking a highly skilled and experienced Executive Chef to join our team at Hotel La Jolla, a premier hospitality establishment. The ideal candidate will possess a passion for creating innovative and delicious cuisine, as well as excellent leadership and management skills.Key ResponsibilitiesFood Preparation and Presentation: Supervise and...
-
Business Operations Coordinator
15 hours ago
La Jolla, California, United States StepStone Group Full timeJob DescriptionStepStone Group is a rapidly growing Global Private Markets firm that provides customized investment and advisory solutions to some of the most sophisticated investors in the world. With $675 billion of total capital allocations, including more than $169 billion in Assets Under Management, we are highly diversified in the private markets...
-
Patient Care Coordinator
1 week ago
La Jolla, California, United States Scripps Health Full timePosition OverviewScripps Health Administrative Services plays a vital role in supporting our extensive network of healthcare facilities, which serve a significant number of patients annually through a dedicated team of healthcare professionals.This is a Full-Time position with a flexible schedule that includes weekend and holiday shifts. Typical working...
-
Client Relationship Executive
1 week ago
La Jolla, California, United States CalPrivate Bank Full timeJob OverviewCalPrivate Bank is an equal opportunity employer, dedicated to fostering diversity, equity, and inclusion.Position TitleRelationship Manager/Senior Relationship ManagerDepartmentBranch Operations/LendingReporting ToMarket President or Chief Banking OfficerFLSA StatusEXEMPTPosition SummaryThe role involves developing and overseeing a portfolio of...
Executive Coordinator, External Relations
2 months ago
Provides executive administrative support to the office of the VP, External Relations (VPER). This includes stewardship management, event and meeting management, complex calendaring, arranging travel, processing and tracking expenses, preparing reports for high-end donors, gathering materials and information for meetings, and answering/screening the VP's phone calls. Drafts, proofreads, and edits correspondence, briefings and reports for Board of Trustees (BOT), senior faculty and administrators. Interacts with all levels of the organization, including executive administration and senior faculty, trustees, major donors and prospects, and community contacts and organizations. Acts as liaison to the President's office for Development office scheduling and planning issues. Independently manages all aspects of unique assigned events and special projects. Partners with VPER to plan, coordinate and execute biennial international summit event for top donors and faculty. Exercises high level of finesse and discretion when communicating with internal and community contacts and when dealing with confidential, sensitive information. Demonstrates a high degree of tact, diplomacy, judgment, and political sensitivity in all communications.
Who We Are
The Salk Institute is an internationally renowned research institution that valuesdiversity, equity, and inclusion. We seek bold and interactive leaders passionate about exploring new frontiers in science. Our collaborative community embraces diverse perspectives and unique life experiences, fostering innovation, and a sense of belonging. Together, we strive to improve the wellbeing of humanity through groundbreaking research.
Founded by Jonas Salk, developer of the first safe and effective polio vaccine, the Institute is an independent, nonprofit research organization and architectural landmark: small by choice, intimate by nature, and fearless in the face of any challenge. Salk's vibrant community comprises a diverse and talented group of individuals, each playing a crucial role in driving our mission forward. Fromvisionary leadersto dedicatedadministratorsand brilliantfaculty members, the Institute is united by a shared passion for scientific exploration and innovation.
What Your Key Responsibilities Will Be
Executive Support
- Provides VPER with full range of executive level support, including providing research and back-up materials, as needed; maintaining appropriate systems to track correspondence, documents, and action items. Manages complex calendar for the VPER.
- Collaborates with ER Administrator to coordinate all high-level recruitments, including collecting data, scheduling interviews, managing travel, reimbursement processing, etc.
- Schedules bi-monthly "All Staff" meetings and quarterly staff appreciation events. Schedules and organizes yearly strategic planning retreat for Management Team.
- Attends Senior Management Team, Frontline Fundraisers, BOT Development Committee, External Relations Faculty committee meetings, takes meeting notes and disseminates to attendees in a timely manner. Responsible for scheduling Senior Management Team and ER Faculty Committee meetings. Assists VPER with preparation of presentations and materials for DEV Committee meetings and BOT business meetings (3-4 times per year).
- Serves as liaison between the office of the VPER, internal departments and offices, offices of senior administrators and faculty, community officials and contacts, donors, volunteers, and organizations.
- Works closely with the Office of the President to schedule donor meetings. Ensures President has necessary briefing materials from DEV team and event organizer. Tracks DEV action items due for President, enters President's contact reports into donor database. Provides VPER with President's availability and travel schedule.
- Answers and screens telephone calls using a high degree of tact, diplomacy, judgment and political sensitivity regarding callers. Ensures that appropriate standards of courtesy and service are maintained at all times.
- Maintains comprehensive system of records and file management and retrieval. Establishes tracking system for all requests, issues, phone calls, gift agreements and correspondence to ensure timely actions.
- Coordinates all domestic/international travel for VPER including air/ground transportation and lodging; prepares itineraries; processes all required paperwork/vouchers/documentation before and after trips; and prepares payment requests and expense reimbursements. Ensures appropriate cell/mobile coverage is arranged in advance.
- Composes correspondence at the request of the VPER, as needed. Utilizes word processing, database management, donor database and other software packages for correspondence, proposals/solicitations, contact reports and office management.
- Provides problem resolution for the office of the VPER operational issues. Implements resolution or provides recommendation to VPER and/or Sr. Director, ER Administration.
- Facilitates any follow-up from VPER donor or other meetings and community outreach activities.
- Provides leadership, guidance and mentorship to ER coordinators, acting as the senior coordinator for ER team. Schedules and leads monthly meetings for coordinator's group.
- Collaborates with Security team to manage parking space reservation requests in an online portal, exhibiting good judgment related to Institute parking policies and prioritizing parking needs based on donor importance.
- Prepares annual Mobile Device Stipend request for VPER.
- Ensures timely mailing/shipment of gift agreements, donor stewardship gifts, etc.
- Ensures VPER has stationery, business cards and any specially requested office supplies.
- Completes other special projects and events of a highly confidential and sensitive nature, as assigned by the VPER.
- For specifically assigned events (including but not limited to VIP tours and site visits to Salk, concerts, salon events, VIP dinners and meetings, speaker visits to Salk) independently manages all aspects of logistics. Creates strategy for events, establishes time-line and checklist, acts as primary liaison and decision-maker.
- Partners with VPER to plan, coordinate and execute biennial VIP donor and faculty summits in new international locations. This requires the ability to travel internationally.
- Ensures that catering, decor, RSVP's, Salesforce entries, set up, parking, A/V, collaterals, etc. are handled with utmost professionalism. Works with Events team, MMR, Communications, Facilities, Security, President's office and faculty, as needed.
- Reserves air/ground transportation and lodging related to event and prepares itineraries.
- Tracks expenditures throughout life of events and reconciles them upon completion. Prepares all payment requests including reimbursements and advance payments. Prepares event budget projections and final cost of event. Manages event underwriting and/or ticket sales when necessary.
- Works with Communications on collateral creation, production time-line, email, photography, video, approval process, printing and mailing.
- Establishes ongoing stewardship/cultivation process to promote event underwriting gift renewal and upgrade of unassigned donors contributing to events. Creates tracking systems for monitoring, evaluating and reporting activities for these donors.
- Partners with VPER to strategize for, coordinate and execute Paperless Initiative, which will include establishing and implementing an updated record retention and scanning policy and working with procurement team and outside scanning/shredding vendors to capture donor files and other important documents digitally.
- Creates business processes for donor reporting and stewardship. Works closely with the Director, Donor Relations, as well as with staff members in the offices of the other VP's and senior administrators and faculty, Development Services, Communications, trustees and high-end donors, community contacts, volunteers, and business executives.
- Maintains a donor database-based prospect management report for VPER, President, Board Chair and other donors and prospects.
- Extracts and maintains accurate data on prospects and donors in database.
- Creates and tracks event registration in database to produce guest list and briefing reports for VPER, President's office and Development officers. Maintains database of information on the outcome of each project/event and status of attendees.
- Researches donor giving history and levels of contribution to Salk.
- Prepares donor database reports in preparation for Events, donor visits, and other meetings.
- Working with the Prospect Research Analyst, requests, assembles and prepares prospect research as requested by the office of the VPER. Evaluates information, and prepares outlines, reports, summaries and correspondence concerning statistical, biographical, and financial information.
- Prepares briefing packets as required for meetings and other events for VPER, President and Board Chair.
- Responsible for all aspects of the Campaign Task Force. This includes scheduling a series of strategy meetings (occurring every other month) at the beginning of the year, maintaining a prospect tracking document, requesting updates from meeting attendees prior to meetings, creating meeting agendas and providing timely news articles on current prospects for meeting attendees to review, attending strategy meetings and taking notes to update the tracking document, and disseminating action items to attendees after the conclusion of each meeting.
- Enters prospect/donor action items, contact reports and proposals into donor database on a weekly basis, in preparation for the Frontline Fundraisers regular meetings. Works with DEV Services Specialist to ensure VPER and President's proposals are entered in a timely manner. Updates past-due proposals and tasks. Alerts VPER of past-due pledge payments.
- Works closely with President's office to collect President's donor contact reports to track and follow up as necessary.
- Performs other development support functions and projects for the office of the VPER.
Required:
- Bachelor of Science degree or equivalent combination of education and related experience required.
- Five plus (5+) years of increasingly responsible senior level administrative support to one or more individuals.
- Prior experience in writing/editing general correspondence and miscellaneous documents.
- Prior experience managing events from inception to close.
- Prior experience working in a Development/fundraising environment.
- Prior experience managing special projects for high level administrator.
What We Can Offer
The expected pay range for this position is $82,000 to $107,250 per annum. Salk Institute provides pay ranges representing its good faith estimate of what the institute reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.
Benefits
Salk Institute offers competitive benefits, including medical, dental, vision, retirement, paid time off, tuition reimbursement, patient advocacy services, and transit/parking program.
Salk Values
The Salk Community, both scientists and administrators, worked together to define values that we believe support Salk's pursuit of excellence. To be truly the best scientific institution requires not only incredible discoveries, but a common understanding of how we should work together to enable those discoveries.
The acronym "I CARE" provides a simple way to remember each of the values and reminds each of us of the importance of what we do each day.
Equal Employment Opportunity Statement
The Salk Institute for Biological Studies is an Equal Opportunity Employer and is committed to providing equal access to opportunities for students, employees, applicants for employment and other visitors. Salk has also adopted and maintains a policy to encourage professional and respectful workplace behavior and prevent discriminatory and harassing conduct in our workplace.
Accordingly, the Institute prohibits harassment and discrimination in employment on the basis of, and considers all qualified applicants for employment without regard to, actual or perceived race, color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, age, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, sexual orientation, veteran and/or military status (disabled veteran, veteran of the Vietnam era, other covered veteran status), political affiliation, and any other status protected by state or federal law.
