Executive Assistant

Buck Institute; Novato (CA); On-site; USD 95,000 - 115,000; Full time

Benefits offered by this job

Health insurance

Paid parental leave

Vacation/sick leave

401(k) with 5% employer match

Student loan repayment

Job summary

The Buck Institute seeks an Executive Assistant to support the Chief Scientific Officer (CSO) and the Executive Office in an on-site role with optional hybrid work one day per week.

This position handles calendar management, travel coordination, correspondence, and file maintenance for the CSO and laboratory teams, while assisting with seminars, education programs, and essential administrative tasks in a dynamic nonprofit research environment.

Qualifications

• Bachelor’s or Master’s degree.
• 5+ years’ administrative experience supporting multiple high-level professionals.
• Supervisory experience preferred.
• Experience with NIH grant applications, PubMed, and eRA Commons preferred.

Responsibilities

• Manage the CSO’s calendar, appointments, meetings, events, and priorities; coordinate travel itineraries and reimbursements for the CSO and lab members.
• Draft and manage correspondence, maintain CSO and laboratory files and documents, respond to staff and external inquiries, order supplies, photocopy, and run errands.
• Support Committee of Affiliations and Promotions with letters of recommendation and coordinating seminars.
• Coordinate Office for Education and Training events, communications, advertising, and education program development.
• Coordinate the R13 NIA Summer Training Course applications and execution every three years.
• Coordinate laboratory operations, recruiting activities, scheduling, room reservations, catering, and interviews.
• Plan and coordinate recurring scientific and education meetings with agendas, invites, minutes, and on-site logistics.

Skills

Calendar management

Travel coordination

Executive support

Communication

Confidentiality

Event planning

Multitasking

Customer service

Education

Bachelor's or Master's degree

Tools

Macintosh

MS Word

Excel

PowerPoint

Databases

Video conferencing software

Job description

POSITION SUMMARY

The Buck Institute is seeking an Executive Assistant to support the Chief Scientific Officer (CSO) and Executive Office. This role provides comprehensive administrative support for the CSO’s executive and laboratory activities, while also supporting the broader executive branch.

This is an on-site position with the possibility of working hybrid one day per week when on-site activities are not required.

KEY RESPONSIBILITIES

Support to CSO (approx. 80%/4 days per week on-site)

• Manage the CSO’s calendar, appointments, meetings, events, and priorities; coordinate travel itineraries and reimbursements for the CSO and lab members.
• Provide comprehensive administrative support to the CSO, including drafting and managing correspondence, maintaining CSO and laboratory files and documents, responding to staff and external inquiries, ordering supplies, photocopying, and running errands.
• Support all activities of the Committee of Affiliations and Promotions, including drafting and sending letters of recommendation on behalf of the CSO and coordinating public and faculty seminars.
• Serve as administrative coordinator for the Office for Educationand Training, supporting educational and training events, communications and advertising, appreciation weeks, on-site retreats, and development of a new PhD graduate program.
• Coordinate the R13 NIA Summer Training Course, including annual applications and execution of the course when hosted at Buck every three years.
• Coordinate laboratory operations and recruiting activities, including schedules and meetings, room reservations, catering, setup/takedown, and applications and interviews for laboratory positions.
• Plan and coordinate recurring scientific, faculty, leadership, and educational meetings and events, including agendas, schedules, invitations, materials, minutes, catering, travel reimbursements, IT/AV support, and on-site logistics. Programs include:
  • Monthly faculty, leadership, and education meetings
  • Bi-weekly Internal Research Seminars, including bi-annual scheduling
  • Podium Pointers training sessions for mentors and trainees supporting the Internal Research Seminars, Bay Area Aging Meeting, Glenn-Campisi Symposium, Buck Student Annual Symposium, and VITAL Symposium
  • Scientific Advisory Board meetings held every 18 months, including lunch and dinner logistics

Executive Team/BOT Support (approx. 20%/1 day per week on-site)

• Provide administrative and executive support to the Executive Team as needed, including data processing, correspondence, and scheduling meetings.
• Process check requests, reimbursements, package mailing, and purchase orders; order and maintain office supplies for the Executive Team.
• Support and coordinate Executive Office in-person meetings and on-site events on scheduled onsite days.

General

• Resolve scheduling conflicts by assessing competing needs and priorities
• Respond to urgent issues outside normal business hours.
• Backup Admin Lab Coordinators as needed.
• Demonstrate strong customer service skills in interactions with internal and external stakeholders.

QUALIFICATIONS

Education & Experience

• Bachelor’s or Master’s degree
• 5+ years’ successful administrative experience in a non-profit, research, or academic environment supporting multiple high-level professionals.
• Supervisory experience preferred.
• Experience with NIH grant applications, PubMed, and eRA Commons preferred

SPECIALIZED SKILLS

• Ability to work independently, take initiative, and demonstrate good judgment.
• Ability to professionally and courteously communicate with diverse individuals and personalities at all levels, including faculty, leadership staff, laboratory personnel, and the public.
• Excellent written, verbal, organizational, and administrative skills, with strict confidentiality always.
• Excellent organizational and multitasking skills with the ability to manage simultaneous projects of varying complexity and meet deadlines.
• Proven accuracy and attention to detail.
• Demonstrated supervisory and critical-thinking skills.
• Highly proficient with Macintosh, MS Word, Excel, PowerPoint, database and graphics programs.
• Strong proficiency with office management technologies and video conferencing software.
• Experience planning and scheduling meetings and seminars, including national and international travel and coordination of AV needs with IT
• A lifelong learner committed to the Buck’s mission.

COMPENSATION & BENEFITS

• Annual salary of $95,000 - $115,000, commensurate with experience and skill set.
• Generous benefits including health insurance, paid parental leave, vacation/sick leave, a 401(k) with 5% employer match, and student loan repayment.
• Collaborative environment supporting both science and social activities.

WHY WORK AT THE BUCK INSTITUTE?

Our success will ultimately change healthcare. The Buck Institute aims to end the threat of age-related diseases for current and future generations by bringing together highly capable and passionate scientists from a broad range of disciplines to identify and impede the mechanisms of aging.

Located in Marin County, California, the Buck is an independent nonprofit institution dedicated to increasing human healthspan - the healthy years of life. Globally recognized as a pioneer and leader in targeting aging, the number one risk factor for diseases including Alzheimer’s, Parkinson’s, cancer, macular degeneration, heart disease, and diabetes, the Buck seeks to help people live better, longer.

The Buck Institute is an equal-opportunity employer.