Executive Assistant to CSO & Lab Operations

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

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.