Administrative Assistant

Gladstone Institutes; San Francisco (CA); On-site; USD 59,000 - 70,000; Full time

Benefits offered by this job

Healthy work-life balance

Competitive salary

Excellent benefits

Free shuttle transportation

Job summary

Gladstone Institutes in San Francisco seeks an Administrative Assistant to provide high-level support to the Directors’ office at the Infectious Disease Institute. You will coordinate travel, calendars, meetings, and drafts of manuscripts and grant applications.

The ideal candidate is detail-oriented, highly organized, and a proactive self-starter who communicates clearly, works well under pressure, and collaborates across departments in a fast-paced research environment.

Qualifications

• Detail-oriented and highly organized; strong proofreading and editing skills.
• Excellent written and verbal communication; ability to interact with senior leaders.
• Experience with grant submissions and manuscript preparation is a plus.
• Proficient in MS Word/Excel/PowerPoint on Mac OS X; willingness to learn new software.

Responsibilities

• Coordinate travel arrangements and itineraries; maintain travel records.
• Manage supervisors’ calendars; schedule meetings and venues; arrange space and refreshments.
• Prepare and format grant applications, manuscripts, bibliographies, and other documents.
• Loster internal and external communications; liaise with accounting, HR, IT, and facilities.

Skills

Detail-oriented

Organizational skills

Communication

Grammar & editing

Microsoft Word

Excel

PowerPoint

Mac OS X

Education

Bachelor’s degree preferred

Tools

Word for Mac

Excel for Mac

PowerPoint for Mac

Job description

Category:ScienceLab/Area:GIDI AdministrationDescription:Who We Are:The Gladstone Institutes is a leading independent, not-for-profit research organization dedicated to improving human health through groundbreaking biomedical research and education. Our work spans neuroscience, cardiovascular biology, immunology, and stem cell biology, with a strong emphasis on understanding and treating disease. With approximately 600 team members, including world-renowned scientists and biomedical leaders, Gladstone fosters a collaborative and innovative environment. Located at the Mission Bay Campus in a state-of-the-art facility, we offer competitive salaries, comprehensive benefits, and the resources to empower individuals to maximize their potential and make a meaningful impact on global health.About the Role:Are you a quick-thinking go-getter who never drops the ball? We are seeking a bright, ambitious professional with a strict attention to detail, a positive attitude and a desire to learn and grow. If that sounds like you, the future will be bright for you at the Gladstone Institutes.In this position you can expect to provide high level administrative support to the Directors office in a fast-paced environment at the Gladstone Infectious Disease Institute. Our focus is on supporting groundbreaking biomedical research, so we’d love it if you shared our passion in making a difference in human health.Typical days can be rare here, so you’d need to be flexible and comfortable with having to respond to rapidly changing demands. The ideal Administrative Assistant will not only be responsible for administrative support, but also have a willingness to learn, help others, be resourceful and independent, and take on additional responsibilities over time.The Administrative Assistant will support multiple Principal Investigators as a member of the administrative team at the Gladstone Infectious Disease Institute. Duties include making travel arrangements, calendaring/scheduling meetings, updating lab web sites, coordinating events and seminars, assisting with manuscript submissions, preparation and editing of grant applications and manuscripts, and other duties as assigned. The successful candidate will be a team player and a self-starter who is highly organized and able to prioritize, has a strong sense of responsibility, and possesses excellent verbal and written communication skills. The candidate must have the ability to prioritize and manage multiple tasks while adhering to deadlines, exercising good judgment, and remaining focused on details.What you will do:Coordinate travel arrangements and prepare detailed itineraries. Maintain accurate travel records, process reimbursement requests, and track as needed.Maintain supervisors’ calendars. Schedule meetings and appointments including arranging space, refreshments and transportation, as appropriate.Word process, format, organize, proofread and correct correspondence, manuscripts, bibliographies, grants, fellowship applications and other documents, as required. Accurately read and follow grant and fellowship application procedures and formats.Coordinate mini symposiums and special events by arranging travel (flight, hotel, and ground transport) for special guests, finding and reserving venues, ordering catering services, and other related duties.Function as internal liaison with other administrative offices such as Accounting, Grants, Human Resources, Development, IT, Executive Office and Facilities/Operations. Function as external liaison, as appropriate, with other universities, research institutes and government agencies.Provide departmental support to postdoctoral fellows and graduate students, as directed by supervisor.Establish and maintain supervisors’ offices and necessary filing and retrieval systems.Establish and maintain computerized templates/forms and up-to-date standard sections (e.g., Resources and Environment; Biographical Sketch; Other Support).Update lab and institute web sites by entering new publications, personnel, and events.Open and sort mail (hardcopy and email, as directed). Draft replies to routine correspondence. Send regular and express mail. Screen incoming calls; answer routine inquiries, schedule follow-up calls.What you will need:Detail-oriented, self-starter who can, or quickly becomes able to, work with minimal supervisionExceptional organization and independent problem-solving skillsExcellent grammar and editing skillsExcellent written, verbal and interpersonal communication skillsConsistently uses good judgment, meets tight deadlines and shows initiativeA team player with a strong interest in supporting scientific and biomedical research programsConsistently avoids mistakes and oversightsHigh level of professionalismExperience working in a fast-paced environmentAdvanced level of proficiency in Microsoft Word/Excel/PowerPoint for Mac OS X and be willing to learn new software applications as neededWhat is preferred:Table and formatting experience a plusSalary Range:$59,346.31 ($28.53/hr.) - $69,819.19 ($33.57/hr.)Gladstone Perks & BenefitsPeople –work with talented, committed, and supportive teammates within an organization that values each member of its community.A meaningful place to grow and learn –whether it’s your professional skills or scientific knowledge, we have the resources and environment to advance either so you can better support Gladstone’s mission to drive a new era of discovery in disease-oriented science and to mentor tomorrow’s leaders in an inspiring and excellent environment.Healthy work/life balance –you are highly engaged and productive at work because you can have time to recharge and enjoy a vibrant life outside of work.Compensation –competitive salary. Title and salary will be commensurate with education and experience.Excellent benefits –generous medical, dental, vision, retirement plan, paid vacation, commuter benefits, access to free shuttle transportation.Gladstone is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, medical condition, physical or mental disability, veteran status, sexual orientation, or any other non-job related characteristic. We make all employment decisions so as to further this principle of equal employment.