Executive Personal Assistant to the CEO & CFO

(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:

The Executive Personal Assistant’s role is to provide support in managing both personal and household operations for the CEO and CFO of Vanguard Clinical Inc. This role is centered around enabling day-to-day efficiency for a busy household while also supporting light operational needs tied to Vanguard’s remote workforce. Responsibilities include administrative duties, such as family calendar management, technology inventory, shipping/receiving, as well as personal tasks like managing the CEO &CFO’s children’s schedules, including school drop-offs and pick-ups. This position requires a proactive, highly-organized, and trustworthy individual who excels in multitasking. This position reports to the company CEO & CFO and will be primarily based out of the CEO & CFO’s personal residence.  

Essential Duties & Responsibilities:

Personal & Household Management: 

• Manage and maintain family calendars, including school schedules, extracurricular activities, appointments, and events. 

• Coordinate and schedule personal, medical, home and service appointments. 

• Serve as a central point of coordination for household logistics and vendors (e.g., maintenance, deliveries, service providers) 

• Assist with day-to-day household needs and general organization 

• Support family-related planning and coordination (e.g., travel, activities, special events) 

• Oversee personal calendars for the CEO and CFO, ensuring alignment across family and personal commitments 

Technology Inventory & Shipping Support (Company-Related): 

• Manage incoming and outgoing company mail and packages from the residence and office mailbox 

• Coordinate new hire technology shipments (e.g., laptops, equipment) in coordination with the People Operations Team 

• Track and organize company technology inventory store onsite 

• Facilitate retrieval and return of equipment from departing employees in coordination with the People Operations team 

General Errands & Administrative Support: 

• Handle personal errands as needed (e.g., pickups, returns, supply runs) 

• Assist with organization of household systems and processes 

• Provide additional support based on evolving household and logistical needs 

Experience: 

• Prior experience in a Personal Assistant, Household Manager, or similar role strongly preferred 

• Experience managing complex, multi-person schedules (family experience a plus) 

• Comfortable working in a home-based environment with a high level of discretion 

Skills: 

• Exception organization and time management skills 

• Strong attention to detail and ability to anticipate needs 

• Ability to juggle multiple priorities and adapt quickly 

• Clear and professional communication skills 

• Tech-comfortable (email, calendar tools, basic tracking systems, Microsoft Office Suite) 

Additional Requirements: 

• Availability primarily during afternoons and evenings, with some scheduling flexibility (ideally M/W/F 2pm to 6pm)

• Valid driver’s license and clean driving record 

• Reliable transportation 

• 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:

$20-25/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.