Reports to: President, R&D  

Location:   Fully Remote- Remote Worker, US Only 

Why Sabin: 

Our mission is to make vaccines more accessible, enable innovation and expand immunization across the globe. We seek a future free from vaccine-preventable diseases. We are an innovative, collaborative, and engaged team that values accountability, teamwork, partnership and driving impact. We are vaccine champions improving lives through immunization. Sabin staff, management and the Board of Trustees are committed to ensuring that fairness, integrity, and opportunity remain at the core of how we operate. 

Position Summary:  

The Executive Assistant provides high-level administrative support to the President, R&D and senior R&D team members, ensuring smooth day-to-day operations and enabling strategic focus on innovation and organizational goals. This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules and priorities in a fast-paced environment.  

The Executive Assistant is responsible for effectively and efficiently managing/maintaining the calendar, engagements and appointments of the President including coordination of their travel arrangements.  The Executive Assistant will prepare correspondence that may be confidential and sensitive, and fostering seamless communication with Sabin’s R&D leadership team and staff, as well as with the senior and executive management teams and staff, the R&D Committee of the Sabin Board of Trustees and other external stakeholders, as needed.  

The ideal candidate must have experience supporting executive(s) in a R&D or biotech environment, strong judgement, time management and prioritization skills as well as excellent written and oral communication skills, a courteous and mature disposition, and the deftness to manage several competing daily tasks.  

Key Responsibilities:  

Administrative Support 

• Manage/streamline communications between the President, the R&D leadership team and R&D staff. 
• Work with R&D leadership team, operations staff and executive- and senior-level management and others to coordinate and track high priority R&D initiatives, communications and events. 
• Maintain itinerary and scheduling for President and other R&D leaders to include resolution of schedule conflicts, prioritization of engagements and coordination of meeting logistics (e.g., location, audio/video, meals, etc.). 
• Coordinate complex travel arrangements including visa for travel to foreign countries and ensure all preparation materials including briefs, talking points and itinerary of engagements are provided prior to travel. 
• Liaise with staff responsible for providing timely talking points, speeches and briefing memos, and background materials. 
• Review/edit/format draft communications prepared by President (e.g., memos, letters, presentations, etc.) to produce a polished final product. 
• Assist with preparation and payment of invoices and business travel expense reports for President and senior R&D leaders. 
• Effectively maintain meeting, correspondence and business files for President 
• Triage and follow up on incoming issues, communications and concerns addressed to the President, including those of sensitive or confidential nature, and determine the appropriate course of action, referral, or response. 
• Identify opportunities to streamline administrative processes. 
• Other duties as assigned. 

Partnership with R&D Leadership and R&D Teams 

• Coordinate R&D staff meetings and retreats (virtual and in-person) to include booking time/space for meetings and retreats; agenda, content, resource and supply management; minutes from meetings; and summaries of next steps / action items. 
• Coordinate logistics for weekly and ad hoc R&D Leadership Team meetings and retreats, one-on-one meetings with Vice Presidents and other important meetings sponsored by the President. 
• Collect team meeting briefs from stakeholders, read and edit them for clarity of content as needed; follow up with team if further information or clarity is needed. 
• Assist in tracking key R&D initiatives, deadlines, and deliverables. 
• Support budget tracking and expense reporting for the R&D organization. 

Board Relations 

• Serve as administrative liaison to the R&D Committee of the Sabin Board of Trustees to include coordinating meeting dates and logistics; ability to troubleshoot during virtual meetings. 
• Under the direction of the President, support the planning, coordinating and execution of the R&D Committee of the Sabin Board of Trustees meetings. 
• Maintain open lines of communication with Trustees and/or their respective assistants including distribution of materials via BoardEffect or similar platform and assist with Trustee travel and expense reports, if needed. 

• 7+ years of relevant experience including executive assistance, program or office administration; previous experience supporting C-level executive, preferred. 
• Strong administrative skills; experience in supporting R&D or biotech executive(s). 
• Professional experience with complex international travel, meeting arrangements and correspondence required. 
• Proven success, proofreading and editing complex documents. 
• Strong attention to detail, ability to manage complex tasks; highly organized, flexible, dependable and able to prioritize competing demands to meet deadlines. 
• Excellent communications skills (active listening, writing, speaking). 
• Ability to maintain confidentiality and act with discretion when necessary. 
• Ability to process information quickly. 
• Ability to work across the organization, building strong relationships with colleagues. 
• Experience with BoardEffect or similar board management platform preferred. 
• Experience working in grant-funded environment preferred. 
• Superior service orientation; must demonstrate interest in furthering Sabin’s mission. 

Other:  

• Subject to a criminal background investigation 
• Request for three professional references  
• Verification of education/degrees  

Sabin’s philosophy is to ensure fair, unbiased, equitable, competitive compensation and benefits. Using benchmarking and salary survey data, the starting annual salary for this position ranges from $80,000 - $102,000. The exact compensation may vary based on skills, experience, training, certifications/degree. As a grant-funded organization, Sabin actively seeks funding for existing and new programs. 

Sabin offers a competitive benefits package that includes Medical, Dental, Vision and Flexible Spending Accounts. Employer paid, Life and Disability insurance along with 11 paid holidays with a winter break between Christmas and New Years. Employer match on 401(k). 

Sabin is an Equal Opportunity Employer. All applicants will be considered for employment without attention to their race, color, religion, national origin, ancestry, age, disability or genetic information, sex (including gender identity, pregnancy or sexual orientation), marital status, veteran status, or any other characteristic protected by applicable federal, state or local laws.