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Administrative Assistant

Gladstone Institutes
San Francisco, CA
Start date
Sep 1, 2022

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Administration, Information Technology, General
Required Education
Associate Degree
Position Type
Full time
Biotech Bay
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Job Details

Lab/Area:GIV Administration


The Gladstone Institute of Virology is seeking an administrative assistant to join our team.We are seeking a bright, dependable and outcome-focused 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 will work closely with the Administrative Program manager to provide administrative support to the Director’s office and research staff in the fast-paced environment of the Gladstone of Virology. 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 Associate will want to learn, help others and be resourceful, independent, and able to take on additional responsibilities over time. This is a hybrid positions with availability to be onsite as needed.

Responsibilities Include:

  • Perform a broad range of administrative tasks (manage complex calendar, arrange domestic and international travel, proofread and edit documents, etc.)
  • Discretely handle sensitive and confidential information
  • Update lab websites by entering new publications, personnel, and events.
  • 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, People Services, IT, Facilities and President’s Office. Function as external liaison, as appropriate, with other universities, research institutes and government agencies.

  • Provide support to core directors, postdoctoral fellows and graduate students, as directed by supervisors.

  • Prepare and update Dr. Ott’s CV and bio-sketch
  • Organize recurring meetings for the lab
  • Establish and maintain necessary filing and retrieval systems.
  • Word process, format, organize, proofread and correct correspondence, manuscripts, bibliographies, grants, fellowship applications and other documents, as required. Accurately follow guidelines for the submission of grants, fellowships and manuscripts.
  • Establish and maintain computerized templates/forms and up-to-date standard sections (e.g., Resources and Environment; Biographical Sketch; Other Support)

Position Summary

The Administrative Assistant will support diverse initiatives as a member of the Director’s administrative team at the Gladstone Institute of Virology. Duties include making travel arrangements, calendaring, submitting purchase orders, distribution of mail, updating lab web sites, coordinating seminars, assisting with manuscript submissions, preparation and editing of grant applications, letters 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 maintaining an exemplary level of accuracy.

Preferred qualifications:

  • 2-5 years previous administrative work experience
  • Associate or Bachelor’s Degree or equivalent life and work experience
  • Skilled with Google Suite, Microsoft Office, Zoom, and DropBox
  • Editorial, formatting and website design experience are a plus
  • Tech-savvy and comfortable learning how to operate and troubleshoot conference room AV equipment

Gladstone Perks & Benefits:

  • A place to grow: we’ll help you set big goals – and exceed them.
  • People: work with talented, dedicated and supportive teammates.
  • Competitive salary, PTO, commuter benefits and UCSF 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.

Additional Information:

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

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


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.


  • 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.
Find Us
1650 Owens Street
San Francisco
United States
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