Executive Assistant/Personal Assistant to the CEO Job at Vanguard Clinical in Sa

(Must be local to the San Diego area)

Vanguard Clinical, Inc. is a Contract Research Organization (CRO) headquartered in San Diego, CA. Our mission is to bring innovation to clinical trial execution through passion, transparency, co-active communication, and integrity, to facilitate the successful development of life-changing medicines and therapies.  

We are experts in clinical trial operations with a focus on Clinical Trial Management, CRO/Vendor Oversight, Trial Master File Management, Clinical Monitoring, Quality Assurance, Data Management and Study Startup. As a small company, we are highly adaptable, flexible, and transparent. Our unwavering integrity forms the foundation for our strong relationships both internally and as a partner to our Sponsor clients. Beginning with study development, we bring a “white glove service” approach to clinical trials. Our flexible approach and ongoing process development ensure efficiency and adequate resourcing, allowing us to respond rapidly to our clients’ needs as they evolve. 

Our talented team is driven by passion and purpose, which has afforded us the opportunity to successfully lead clinical programs for pharmaceutical, medical device and biotechnology companies of all sizes in a variety of therapeutic areas. Our mission is to conduct clinical trials with outstanding quality on behalf of our clients to bring new drugs to market with the utmost integrity and confidence in the results. 

Position Overview:

This is an opportunity to join a young and lively company in a fast-paced and dynamic environment. The Executive Assistant/Personal Assistant role provides both professional and personal support to the President of Vanguard Clinical Inc. Responsibilities include administrative duties, such as calendar management, office coordination, and shipping/receiving, as well as personal tasks like managing the President’s children’s schedules, including school drop-offs and pick-ups. This position requires a proactive, organized individual who excels in multitasking. This position reports to the company President and will be based out of both the office and personal residence.  

Essential Duties & Responsibilities:

• Executive Assistant Duties:
  • Calendar Management:
    • Manage the President’s professional calendar, scheduling and prioritizing meetings, appointments, and travel across different time zones.
    • Coordinate internal and external meetings and adjust schedules as necessary.
  • Office Management:
    • Assist with office-related tasks, including stocking supplies, organizing events, and managing incoming and outgoing mail/packages.
    • Handle office errands, including shipping/receiving and vendor coordination.
    • Assisting with the creation and posting to our social media accounts.
  • Travel & Expenses:
    • Coordinate business travel arrangements, including flights, accommodations, and transportation, and prepare detailed itineraries.
    • Assist with expense tracking and reimbursement.
• Personal Assistant Duties:
  • Children’s Schedule Management:
    • Oversee the scheduling of the President’s children’s school activities, extracurriculars, and appointments.
    • Manage school drop-offs and pick-ups and coordinate with family members or caregivers as needed.
  • Personal Errands:
  • Assist with personal errands, such as scheduling appointments, managing household services, and coordinating family-related tasks.
• Other duties as assigned

Experience & Skills:

• Experience in an office-based administrative role, with prior experience managing complex calendars and tasks is strongly preferred.
• Comfortable with scheduling meetings across different time zones.
• Previous experience in childcare or managing personal schedules is a plus.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel) and calendar management tools.
• Strong organizational skills and the ability to handle competing deadlines.
• Clean driving record and background check required.
• Excellent time management skills.
• Organization and coordination with vendors and outside companies.
• Able to resolve issues and work with competing deadlines.
• Ability to lift objects up to 35 lbs.

Education:

Bachelor’s degree completed or in progress in Business, Administration, Education, or a related field is preferred. Relevant experience may be considered in lieu of a degree. 

Applicants with foreign transcripts/degrees must provide a U.S. equivalency report evaluation that indicates the degree to which the foreign coursework is equivalent from one of these evaluation agencies: https://www.naces.org/members.  

Compensation Range:

$16-25/hr + 401k retirement plan and accrued paid days off

COVID-19 Vaccination: To protect the health and safety of our employees and to comply with client requirements, Vanguard Clinical may require employees in certain positions to be fully vaccinated against COVID-19, subject to reasonable accommodations or exemptions for religious, medical, or other legally protected reasons. Vaccination requirements will depend on the client site requirements. Proof of vaccination may be required, in accordance with applicable laws.

Vanguard Clinical is an equal opportunity employer for all applicants and employees. Vanguard Clinical prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.