Administrative Assistant- Director's Office

San Francisco, California
Jul 13, 2018
Administration, General
Biotech Bay
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 four 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 an Administrative 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

Position Summary

The Administrative Assistant will support diverse initiatives as a member of the Director's administrative team at the Gladstone Institute of Neurological Disease and support one additional investigator in this institute. Duties include making travel arrangements, calendaring, filing, distribution of mail, updating lab web sites, coordinating 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 and exercising good judgment, while remaining focused on details.


  • 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 format.
  • Establish and maintain computerized templates/forms and up to date standard sections (e.g., Resources and Environment; Biographical Sketch; Other Support).
  • 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.
  • Update lab and institute web sites by entering new publications, personnel, and events using basic html programming.
  • Coordinate weekly institute seminars 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.
  • 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.
  • 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 funding offices.
  • Provide departmental support to postdoctoral fellows and graduate students, as directed by supervisor.
  • Establish and maintain supervisors' offices and necessary filing and retrieval systems.
  • Administer purchase order functions.
  • Perform other duties as assigned.
  • BS degree, preferred.
  • Solid experience with Microsoft Word/Excel/PowerPoint for Mac OS X, be willing to learn new software applications as needed, and a strong interest in supporting scientific and biomedical research programs.
  • At least three years of administrative experience, as well as excellent grammar and editing skills are required.
  • Previous experience in an academic, medical or healthcare environment preferred.
  • Grant experience a plus.