Office Assistant

San Francisco, CA
May 13, 2022
Biotech Bay
Required Education
High School or equivalent
Position Type
Full time
Lab/Area:GIND Administration


Are you a quick thinking go-getter who never drops the ball? We are seeking a bright, ambitious professional with a strict attention to detail, a positive attitude and a desire to learn and grow. If that sounds like you, the future will be bright for you at the Gladstone Institutes.

We are seeking an Office Assistant to join the Gladstone Institute of Cardiovascular Disease and the Gladstone Institute of Neurological Disease departments on a full-time basis beginning June 1st.

In this entry level position you can expect to work with two teams of administrators to support investigators and research staff in a fast-paced environment at the Gladstone Institutes. Our focus is on supporting groundbreaking biomedical research, so we’d love it if you shared our passion in making a difference in human health.

Typical days can be rare here, so you’d need to be flexible and comfortable with having to respond to rapidly changing demands between the two Institutes. The ideal Office Assistant will not only be responsible for providing exceptional support alongside the teams of administrators, but also have a willingness to learn, help others and be resourceful.

Responsibilities Include:

  • Process and track reimbursement requests

  • Schedule meetings, reserve meeting facilities and assist with special events, including escorting visitors to meetings, setting up and breaking down catering

  • Sort mail, maintain orderliness in common spaces such as mail room and break areas, order office supplies

  • Assist with weekly institute seminars, events, and visits from special guests; finding and reserving venues, ordering catering services, and other related duties

  • Open and sort mail (hardcopy and email, as directed). Send regular and express mail. Answer routine inquiries, schedule follow-up calls

  • Perform a variety of accounts payable activities, including preparing vendor check requests, purchase orders, travel expense reimbursements, and monthly expense reports

Position Summary

The Office Assistant will support diverse initiatives as a member of the two administrative teams at the Gladstone Institute of Cardiovascular Disease and the Gladstone Institute of Neurological Disease. Duties include processing expense reports, calendaring, filing, distribution of mail, coordinating seminars, setting up meetings, and other duties as assigned. The successful candidate will be a team player who is organized, has a strong sense of responsibility, and possesses excellent verbal and written communication skills. The candidate must have the ability to manage multiple tasks while adhering to deadlines, exercising good judgment, and remaining focused on details.

Required Skills

  • Detail-oriented and demonstrates responsibility for the accuracy of one’s work

  • Sees opportunities and acts on them. Proactive in anticipating needs. Remains flexible and able to quickly adapt to changing priorities and directives

  • Demonstrates a cooperative and collaborative approach toward accomplishing expected outcomes

  • A team player with a strong interest in supporting scientific and biomedical research programs

  • Consistently avoids mistakes and oversights

  • High level of professionalism

Required Experience

  • High school diploma, customer service or administrative job experience

  • Tech savvy and willing to learn new software applications as needed

This position requires working onsite at the Mission Bay campus in San Francisco, CA. Please refer to Gladstone’s COVID-19 vaccination requirements below.

Gladstone Perks & Benefits:

  • A place to grow your career: we’ll help you set big goals – and exceed them.

  • People: work with talented, committed and supportive teammates.

  • Competitive salary, vacation, sick time and commuter benefits, shuttle transportation

  • Excellent medical, dental and vision benefits

Gladstone’s COVID-19 Vaccination Requirements:

Gladstone is a fully COVID vaccinated and boosted facility. COVID-19 vaccinations are required for all employees and visitors. In order to start working at Gladstone, individuals must be fully vaccinated and boosted for COVID.

About Gladstone:

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, virology, and stem cell biology. Home to notable leaders in science and biomedicine, Gladstone comprises five 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. Consider Gladstone and make a difference in human health.

Additional Information:
  • Title and salary will be commensurate with education and experience.
  • Gladstone is an equal opportunity employer.