Administrative Assistant II

San Francisco, California
Dec 05, 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.

The Gladstone Institutes is recruiting a well-organized, highly skilled and motivated Administrative Assistant to provide comprehensive administrative support for two Investigators at the Gladstone Institute of Cardiovascular Disease. Key duties include handling routine correspondence and communications on behalf of the investigators, managing the calendars and schedules, regular updating and formatting of supporting documents for grant applications, making travel arrangements, coordinating seminars and special events, and managing all office activities. The ideal candidate will be able to pro-actively anticipate needs, prioritize tasks, and use independent judgment to trouble-shoot and solve problems.

Essential Functions and Duties:

  • 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 for grant applications (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 supervisor's calendars. Schedule meetings and appointments including pro-actively resolving schedule conflicts and arranging space, refreshments, and transportation, as appropriate.
  • Maintain accurate records and efficient filing system for easy access to key information.
  • Update lab web sites by entering new publications, personnel, and events.
  • Coordinate institute seminars and special events, including visitor's travel arrangements and agenda, catering, venue reservations, etc.
  • Facilitate communication with other administrative offices such as Accounting, Grants, Human Resources, Philanthropy, IT, Executive Office and Facilities/Operations. Function as external liaison, as appropriate with other universities, research institutes, and government funding offices.
  • Provide department support to postdoctoral scholars and graduate students, as directed by supervisor.
  • Open and sort mail. Draft replies to routine correspondence. Send regular and express mail. Answer routine inquiries, schedule follow-up calls.
  • Administer purchase order functions.
  • Perform other duties as assigned.
  • BA/BS, preferred.
  • A minimum of three years of experience performing administrative support activities in a fast-paced and highly confidential environment.
  • Must be comfortable with multi-tasking and prioritization with close attention to detail, accuracy, and timeliness.
  • A proactive approach to accomplishing work with the ability to plan ahead to anticipate needs.
  • Excellent written and verbal communication skills, including grammar, spelling, and editing.
  • Superior organizational, administrative, and time management skills.
  • Strong interpersonal skills, ability to communicate with tact and discretion, and ability to work well independently and collaboratively.
  • Experience with complex calendar management.
  • Advanced word processing skills (preferably using a Mac) and experience with database, graphics, and presentation (PowerPoint) programs. Experience with
  • EndNote is a plus. Knowledge of Adobe Illustrator and Photoshop is a plus.
  • Attention to detail and demonstrated ability to follow detailed directions with accuracy.
  • Experience formatting detailed grant applications, forms, scientific manuscripts, and bibliographies, or demonstrated equivalent experience preferred.
  • Highly proficient in all aspects of general administrative support.
  • Interview process will include tests for formatting, proofreading, and drafting correspondence.