Executive Assistant to the CEO

Buck Institute for Research on Aging; Novato (CA); On-site; USD 100,000 - 120,000; Full time

Benefits offered by this job

Health insurance

Paid parental leave

Vacation/sick time

401(k) with 5% employer match

Student loan repayment benefit

Job summary

The Buck Institute for Research on Aging is seeking an experienced Executive Assistant to deliver high-level administrative support to the CEO, Executive Office, and Board of Trustees. This in-office, senior role requires discretion, superb organizational skill, and the ability to manage complex priorities in a fast-paced environment.

Responsibilities include calendar management, travel planning, board meeting coordination, and support for scientific administrative processes.

Qualifications

• Bachelor’s degree preferred.
• At least 5 years of progressive administrative support for senior executives.
• Experience in a non-profit or research/academic environment preferred.
• Experience with NIH grant applications, PubMed, and eRA Commons preferred.

Responsibilities

• Provide executive support to the CEO and Executive Office, including scheduling and travel coordination.
• Manage the CEO’s calendar and prioritize demands.
• Coordinate and support in-person meetings, events, and executive office activities.
• Arrange domestic and international travel with detailed itineraries.
• Maintain the CEO’s biosketches and manuscript submission tracking.
• Coordinate Board and committee meetings, including preparation and logistics.
• Draft and maintain minutes for Board and committee meetings.

Skills

Executive support

Calendar management

Travel coordination

Meeting logistics

Cross-functional collaboration

Discretion & confidentiality

Communication

Time management

Microsoft Office

Education

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Video conferencing tools

Job description

Position Summary

The Buck Institute is seeking an experienced Executive Assistant to provide high-level administrative support to the CEO, Executive Office, and Board of Trustees. This senior-level role requires exceptional judgment, discretion, organization, and professionalism, along with the ability to anticipate needs, manage competing priorities, and support a fast-paced executive environment. The Executive Assistant will manage the CEO’s calendar, coordinate meetings and travel, support Board and committee operations, assist with scientific administrative processes, and help ensure the smooth and efficient flow of executive office activities. This position requires a high degree of autonomy, a strong service orientation, strict confidentiality, and excellent attention to detail. This is a fully in-office position.

Key Responsibilities

• Provide executive support to the CEO and Executive Office, including scheduling, correspondence, travel coordination, and general administrative support
• Manage the CEO’s calendar, proactively resolving scheduling conflicts and prioritizing competing demands
• Coordinate and support in-person meetings, events, and executive office activities
• Arrange domestic and international travel, including flights, lodging, ground transportation, and detailed itineraries
• Maintain the CEO’s scientific CV, National Center for Biotechnology Information (NCBI profile), and relevant biosketches
• Support manuscript submission and tracking for the CEO’s scientific publications
• Coordinate Board of Trustees and committee meetings, including scheduling, agenda and materials preparation, meeting logistics, and on-site support
• Draft, edit, and maintain minutes for Board meetings, retreats, and committee meetings
• Maintain Board records, including minutes, rosters, committee assignments, term dates, and bylaws
• Manage the CEO’s monthly credit card statements, including receipt reconciliation and expense coding
• Prepare and process check requests, reimbursements, and purchase orders; oversee office supply ordering and maintenance
• Provide administrative and logistical support for Executive Office events, including Scientific Advisory Board meetings, the Longevity Summit, and other institute-supported events
• Provide backup support to Administrative Lab Coordinators and other Executive Assistants as needed
• Remain accessible outside standard business hours for urgent matters requiring immediate attention
• Perform additional duties as assigned by the CEO, Executive Office, or Board of Trustees

Qualifications

Education and Experience

• Bachelor’s degree preferred
• At least 5 years of progressive administrative support for senior executives
• Experience in a non-profit or research/academic environment preferred
• Experience with NIH grant applications, PubMed, and eRA Commons preferred

Skills & Abilities

• Advanced proficiency with Microsoft Office Suite, video conferencing platforms, and standard office productivity tools
• Demonstrated ability to manage complex scheduling, meeting logistics, domestic and international travel, and AV coordination in partnership with IT
• Ability to collaborate effectively with cross-functional teams, including Events, Grants, Finance, Human Resources, and Information Technology
• Excellent organizational and time management skills, with the ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills, with a high degree of professionalism and accuracy
• Proven ability to work both independently and collaboratively in a fast-paced environment
• Sound judgment, discretion, and the ability to handle confidential information with care
• Ability to interact effectively with individuals from diverse backgrounds and at all levels of the organization

Compensation & Benefits

• The salary range for this position is $100,000 - $120,000 annually, commensurate with experience and qualifications
• The Buck Institute offers a generous benefits package including health insurance, paid parental leave, vacation/sick time, and 401(k) with 5% employer match & student loan repayment benefit

About the Buck

At the Buck Institute, our mission is to end the threat of age-related disease for this and future generations. We bring together leading scientists from a broad range of disciplines to understand and intervene in the biological mechanisms of aging. Globally recognized as a pioneer and leader in research targeting aging—the primary risk factor for diseases such as Alzheimer’s, Parkinson’s, cancer, macular degeneration, heart disease, and diabetes—the Buck Institute is working to help people live better longer. The Buck Institute is an equal-opportunity employer.