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Administrative Assistant II

Employer
Gladstone Institutes
Location
San Francisco, California, US
Start date
Jul 20, 2019

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Discipline
Administration, General
Required Education
Associate Degree
Position Type
Full time
Hotbed
Biotech Bay
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Job Details

Overview

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.

Responsibilities

Join Gladstone to Support Science Overcoming Disease

The Gladstone Institutes is recruiting a well-organized, highly skilled and motivated Administrative Assistant to provide administrative support to the Office of the President. Position will report to and work closely with the Chief of Staff in support of the activities of the President. Key duties include calendar management, expense reports, and assisting with preparations for meetings and events.

The successful candidate will be:
  • 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 needs and resolving administrative issues
  • Flexible and able to quickly adapt to changing priorities
  • An organized, detail-oriented, and resourceful multitasker
  • Highly proficient in carrying out both simple and complex administrative tasks

Responsibilities:
  • Assist in managing President's calendar. Schedule meetings and appointments, including pro-actively resolving schedule conflicts, reserving conference rooms, and arranging refreshments, as appropriate.
  • Coordinate travel arrangements and prepare detailed itineraries.
  • Maintain accurate records and efficient filing system for easy access to key information.
  • Perform a variety of accounts payable and/or receivable activities, including preparing check requests and purchase orders, reconciling credit card statements, and processing and tracking expense reports.
  • Coordinate seminars and special events, including visitor's travel arrangements and agenda, catering, venue reservations, etc.
  • Perform a variety of routine clerical activities, including monitoring and maintaining office inventory; distributing mail; filing, scanning, and copying confidential documents.
  • Perform other duties as assigned.


Requirements

Qualifications

  • BA/BS preferred.
  • A minimum of three years of experience performing administrative support activities in a fast-paced and highly confidential environment.
  • Experience with complex calendar management.
  • Demonstrated ability to follow directions with accuracy.
  • Ability to multi-task and prioritize.
  • Excellent written and verbal communication skills, including grammar, spelling, and editing.
  • Strong interpersonal skills, ability to communicate in a professional manner with tact and discretion, and ability to work well independently and collaboratively.
  • Highly proficient in all aspects of general administrative support.
  • Interview process will include tests for formatting, proofreading, and drafting correspondence.

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Company

Gladstone is an independent, nonprofit life science research organization located in the epicenter of biomedical and technological innovation in the San Francisco Bay Area. Gladstone has created a research model that disrupts how science is done, funds big ideas, and attracts the brightest minds. Gladstone Institutes leads the way for innovative research in the biomedical field. We always seek dedicated and talented individuals to join our team.

Scientists know that using a diversity of approaches is often the most efficient strategy for solving a problem. New and different perspectives engender the very innovation that Gladstone prizes. This is one of the many reasons why we value diversity at Gladstone—be that a diversity of race, culture, religion, mental or physical ability, heritage, age, gender, sexual orientation or other characteristics. Our employees hail from more than 30 countries around the globe and we seek to hire the best and brightest for our diverse team of scientists and administrators. Career opportunities are available in both our administrative offices and our research areas.

Our Benefits
Gladstone offers eligible employees—and their dependents—a comprehensive range of benefits, including health insurance, retirement savings, and professional development.

Highlights

  • Health and Retirement
    • A choice of medical plans, flexible spending account, and retirement account options that include employer contributions help you take care of your health and your future.
  • Time Away from Work
    • More than just vacation days, our paid and unpaid leave policies offer flexibility to help you confront different stages of life including maternity and paternity leave, as well as other types of family leave.
  • Professional Development
    • Gladstone encourages employees to seek the skills they need to remain at the forefront of their profession. By supporting professional development workshops and continuing education, Gladstone provides employees with the resources they need to evolve in their role and in their career.
  • Gladstone Cares
    • A specially selected suite of benefits to support you in and out of the workplace. Includes resources for dealing with the many stages of life to specific coverage for family planning, and back-up child or elder care coverage.
Company info
Website
Location
1650 Owens Street
 San Francisco
California
94158
United States
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