Executive Assistant

San Francisco, California
May 11, 2018
Administration, Clerical
Required Education
Bachelors Degree
Position Type
Full time

The Gladstone Institutes is an independent, not-for-profit research institution. Its mission is to improve the health and well-being of all people through medical research and education in neuroscience, cardiovascular biology, immunology, and stem cell biology. Home to notable leaders in science and biomedicine, Gladstone comprises three institutes as well as various centers and programs. All of its approximately 500 members are aligned in their mission to carry out or support science that overcomes disease. Located in an award-winning building at the Mission Bay Campus, Gladstone offers a competitive salary and benefits program. It provides an ideal environment for those seeking to maximize and fully leverage their potential. Please consider Gladstone and make a difference in human health.

Join Gladstone to Support Science Overcoming Disease

We are recruiting a highly skilled and experienced Executive Assistant to support the Director's office at the Gladstone Institute of Neurological Disease, which enables and supports groundbreaking biomedical research.

The Successful Candidate will be:

  • An exemplary representative of the Director's office and the Institute overall
  • Professional and kind with a keen focus on the mission at hand
  • An effective communicator both verbally and in writing
  • Proactive and independent in anticipating the Director's needs and in resolving administrative issues
  • Flexible and able to quickly adapt to changing priorities
  • An organized and resourceful multitasker with strong creative thinking skills
  • Highly proficient in carrying out both simple and complex administrative tasks
  • Detail-oriented and able to consistently avoid mistakes and oversights


  • Perform a broad range of administrative tasks (manage complex calendar, arrange domestic and international travel, proofread and edit documents, etc.)
  • Format and submit grant applications to funding agencies and scientific manuscripts to scientific journals in close communication with administrative departments and members of the Director's research program, carefully following all pertinent external and internal guidelines
  • Discretely handle sensitive and confidential information
  • Develop, monitor, update and continually improve administrative procedures
  • Provide training and guidance to administrative staff members as require
  • Function as an external liaison with universities, research institutes and government agencies across the world
  • Compose correspondence, recommendation letters, and other documents in a timely and professional manner
  • Prepare and update faculty CVs and bio-sketches
  • Prepare spreadsheets and enhance PowerPoint presentations
  • Process reimbursement requests and supporting documents
  • Pro¬≠actively plan and coordinate all aspects of seminar and lecture series
  • Update lab and institute web sites
  • Perform other duties as assigned

A proofreading test and Microsoft Word/Excel/PowerPoint tests will be given.

  • 5 years of experience performing relevant administrative activities, including two years of executive support experience, preferably in a fast paced research or academic environment
  • Ability to quickly learn new tools and technologies
  • Strong sense of urgency and exemplary levels of accuracy, efficiency, flexibility, initiative and resourcefulness
  • Ability to effectively multi-task in a fast-paced environment while maintaining attention to detail and avoiding mistakes
  • Ability to adapt to changes in priorities, assignments and other factors that may impact plans and anticipated timelines
  • Ability to effectively communicate and collaborate with a diverse range of people

Preferred Qualifications:

  • BA/BS
  • Recent experience in formatting and submitting complex research grant applications, scientific manuscripts, and bibliographies
  • Previous experience in an academic, medical or healthcare environment
  • Experience in maintaining and updating websites
  • Previous experience with the following programs: Microsoft Office, EndNote, Illustrator