Sabin Vaccine Institute · 3 days ago
Executive Assistant to President, Research and Development (R&D)
United States
Full-time
Remote
Mid, Senior Level
$80K/yr - $102K/yr
7+ years expSabin Vaccine Institute is dedicated to making vaccines more accessible and expanding immunization globally. They are seeking an Executive Assistant to provide high-level administrative support to the President of R&D, ensuring smooth operations and enabling strategic focus on innovation and organizational goals.
AssociationBiopharmaNon Profit
Responsibilities
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
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
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
Qualification
Required
7+ years of relevant experience including executive assistance, program or office administration
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
Superior service orientation; must demonstrate interest in furthering Sabin's mission
Preferred
Experience supporting C-level executive, preferred
Experience with BoardEffect or similar board management platform preferred
Experience working in grant-funded environment preferred
Benefits
Medical
Dental
Vision
Flexible Spending Accounts
Employer paid, Life and Disability insurance
11 paid holidays with a winter break between Christmas and New Years
Employer match on 401(k)
Company
Sabin Vaccine Institute
A non-profit organization that promotes advances in vaccine development, delivery and distribution focusing on polio, rubella, rotavirus.
51-200 employees
H1B Sponsorship
Sabin Vaccine Institute has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (1)
2024 (2)
2023 (1)
Funding
Current Stage
Growth StageTotal Funding
$63.1MKey Investors
Biomedical Advanced Research and Development Authority (BARDA)Coalition for Epidemic Preparedness Innovations
2023-01-12Grant· $35M
2022-09-13Grant· $21.8M
2022-05-17Grant· $6.3M
Leadership Team
Amy Finan
Chief Executive Officer
Rebecca Martin
President for Global Immunization
Recent News
Sabin Vaccine Institute
2025-12-04
Global Virus Network
2025-11-27
Sabin Vaccine Institute
2025-07-22
Company data provided by crunchbase