Administrative Assistant

San Francisco, CA
Jun 13, 2022
Biotech Bay
Required Education
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.

In this position you can expect to provide high level administrative support to investigators and research staff in a fast-paced environment at the Gladstone Institute of Neurological Disease. 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. The ideal Administrative Assistant will not only be responsible for administrative support, but also have a willingness to learn, help others, be resourceful and independent, and take on additional responsibilities over time.

Responsibilities Include:

  • 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.

  • 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 formats.

  • 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.

  • 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 agencies.

  • Provide departmental support to postdoctoral fellows and graduate students, as directed by supervisor.

  • Establish and maintain supervisors’ offices and necessary filing and retrieval systems.

  • Establish and maintain computerized templates/forms and up-to-date standard sections (e.g., Resources and Environment; Biographical Sketch; Other Support).

  • Update lab and institute web sites by entering new publications, personnel, and events.

  • 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.

Position Summary

The Administrative Assistant will support two investigators and diverse initiatives as a member of the administrative team at the Gladstone Institute of Neurological Disease. Duties include making travel arrangements, calendaring/scheduling meetings, updating lab web sites, coordinating events and 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, exercising good judgment, and remaining focused on details.

Required Skills

  • Detail-oriented, self-starter who can, or quickly becomes able to, work with minimal supervision

  • Exceptional organization and independent problem-solving skills

  • Excellent grammar and editing skills

  • Excellent written, verbal and interpersonal communication skills

  • Consistently uses good judgment, meets tight deadlines and shows initiative

  • 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

  • Experience working in a fast-paced environment

  • Advanced level of proficiency in Microsoft Word/Excel/PowerPoint for Mac OS X and be willing to learn new software applications as needed

  • Table and formatting experience a plus

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, PTO 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.