Executive Assistant to CHRO

Ionis•Carlsbad, CA

4d•$30 - $40•Onsite

About The Position

Headquartered in Carlsbad, California, and with offices in Boston, Massachusetts, and Dublin, Ireland, Ionis has been at work for more than three decades discovering medical breakthroughs that have redefined life for people with serious diseases. We’re pioneers in RNA-targeted medicines, and our platform continues to revolutionize drug discovery and transform lives for patients with unmet needs. With multiple marketed medicines and a leading pipeline in neurology, cardiology and select areas of high patient needs, we continue to drive innovation in RNA therapies in addition to advancing new approaches in gene editing to provide greater value to patients and are well positioned financially to deliver on our strategic goals. At Ionis, we pride ourselves on cultivating a challenging, motivating and rewarding environment that fosters innovation and scientific excellence. We know that our success is a direct result of the exceptional talents and dedication of our employees. With an unprecedented opportunity to change the course of human health, we look to add diverse individuals, skill sets and perspectives to our exceptional team. We continue to invest time, money and energy into making our onsite, hybrid and remote work environments a place where solid and lasting relationships are built and where our culture and employees can thrive. We’re building on our rich history, and we believe our greatest achievements are ahead of us. If you’re passionate about the opportunity to have meaningful impact on patients in need, we invite you to apply and join us. Experience and contribute to our unique culture while you develop and expand your career! Executive Assistant to Chief Human Resources Officer SUMMARY: The Executive Assistant will provide administrative and operational support to the Executive Vice President, Chief Human Resources Officer (EVP, CHRO). This role is critical to the smooth, efficient, and professional operation of the HR function. Key responsibilities include preparing and organizing executive-level materials; driving and coordinating CHRO special projects and initiatives (including tracking milestones, preparing materials, and monitoring progress against timelines); managing a complex calendar; coordinating HR meetings and events; supporting departmental communications; providing general administrative support; and serving as the primary backup for reception. This position is required to be on-site five days per week, from 8:00 a.m. to 5:00 p.m. Pacific Time, at our headquarters campus in Carlsbad, CA. The ideal candidate is an experienced administrative professional who has supported senior leadership in a fast-paced, dynamic environment. They are exceedingly well organized, exercise sound judgment and discretion, anticipate needs, and proactively bring together people, information and resources to address issues. This individual will handle highly confidential information with the utmost professionalism and integrity.

Requirements

Bachelor’s degree or equivalent combination of education and directly relevant experience.
Significant experience as an Executive Assistant supporting C suite leaders, with strong preference for support of CHRO/Chief People Officer or senior HR executives in complex, fast paced organizations.
Proven track record operating in a demanding, high-intensity environment with a lean team.
Experience working in a confidential environment (e.g., exposure to compensation, performance management, org design, employee relations, or board/Compensation Committee materials).
Demonstrated ability to anticipate executive needs and manage a complex, frequently changing calendar across multiple time zones, including board/committee, ELT, and key governance forums.
Experience planning and executing high-stakes meetings, including agenda design, materials preparation, logistics, and follow-up actions.
Ability to balance HR initiatives, HR events and crisis response.
Strong capability in document and presentation preparation (PowerPoint, Word, Excel), including drafting, formatting, and proofreading sensitive materials for senior internal and external audiences.
Demonstrated ability to build productive internal and external working relationships and resolve issues through collaboration and sound judgment
Proven track record of prioritizing ruthlessly, managing competing deadlines, and delivering high-quality work on time and with the resources available.
Demonstrated ability to handle highly confidential employee and organizational information with discretion, integrity, and sound judgment about information sharing.
Comfort working within a meritocratic, performance-driven culture that emphasizes accountability and impact.
High proficiency in Microsoft Office 365 (Outlook, Teams, Word, Excel, PowerPoint, OneDrive/SharePoint) and comfort learning new systems and tools quickly.
Strong attention to detail, including version control, document organization, and follow-through on action items.
Exceptional written and verbal communication skills, including the ability to draft clear, concise, and professional emails, presentations, and summaries on behalf of the CHRO.
Demonstrated interpersonal savvy - builds strong, trusted, effective relationships at all levels (Board members, senior leaders, external partners, and candidates); understands what different stakeholders value and how to relate to them.
Ability to actively listen and foster open debate while maintaining a respectful environment, aligned with Ionis’ emphasis on interrogating concepts, challenging hypotheses, and supporting people.

Responsibilities

Manage a complex, dynamic calendar for the EVP, CHRO, including scheduling and prioritizing internal and external meetings, travel, and key HR planning cycles across multiple time zones.
Coordinate travel arrangements, including itineraries, logistics, and changes as needed; ensure travel aligns with company policies.
Prepare, proofread and format executive-level materials such as presentations, reports, speaking notes, and communications for internal and external audiences.
Flag and prioritize issues, draft responses when appropriate, and ensure timely follow-up on action items.
Protect the confidentiality of sensitive HR information and executive discussions, including personnel matters, compensation, organizational changes and other proprietary information.
Drive and coordinate CHRO special projects and strategic initiatives (e.g., organizational design efforts, leadership meetings, culture and engagement programs) by tracking milestones, preparing materials, and monitoring progress against timelines.
Support the CHRO with HR and people-related analytics by gathering data, compiling summaries and dashboards, and formatting insights for executive review.
Proactively follow up on behalf of the CHRO with company leadership and key stakeholders to close the loop on decisions, action items and deliverables; maintain tracking logs so commitments are visible and on track.
Maintain an organized view of the CHRO’s priorities and ensure alignment of time, meetings and communications with those priorities.
Primary backup for reception (breaks, lunches and vacations/sick time).
Plan and execute HR-related meetings, events, and programs such bi-weekly meetings, bi-annual onsite meetings including scheduling, logistics, agenda development, material compilation, and minute-taking/follow-up.
Coordinate meeting logistics (on-site and virtual), including room reservations, catering, technology setup, and any special requirements.
Develop, format and distribute meeting agendas and materials; capture and distribute minutes and action items; track follow-up to closure.
Support HR operating rhythms and key cycles (e.g., talent reviews, performance management, compensation planning etc.) by tracking timelines, organizing materials, scheduling key sessions, and helping ensure deliverables are completed on time.
Perform other related duties and special projects as assigned to support the EVP, CHRO and the HR department.
Manage e-Card usage for department birthdays, anniversaries, and other occasions.
Serve as a point of contact for employees visiting or interacting with the HR department.
Initiate, submit, track, and manage purchase orders, invoices and expense reports related to HR departmental activities, vendors, consultants, training providers and events.
Assist with basic budget tracking and reconciliation for HR cost centers and projects, including monitoring spend against purchase orders and flagging variances for the CHRO.
Coordinate contracts and renewals with HR-related vendors and consultants in partnership with Procurement and Legal, ensuring required documentation and approvals are completed.
Support department-specific projects and process improvements, helping to streamline workflows, standardize templates and enhance overall operational efficiency.
Assist with the preparation and formatting of HR reports, dashboards and presentations using data provided by HR Operations/HRIS team.
Help maintain HR department content on internal platforms (e.g., intranet, shared drives, collaboration tools), including posting updated documents, policies, FAQs, and communications.