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Administrative Assistant

Gladstone Institutes
San Francisco, CA
Start date
Sep 3, 2022

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

Lab/Area:GIND Administration


Join Gladstone to Support Science Overcoming Disease

We are recruiting a highly skilled and experienced Administrative Assistant to Dr. Katerina Akassoglou at the Gladstone Institute of Neurological Disease, which enables and supports groundbreaking biomedical research.

Job Summary:

This role functions with a high degree of autonomy in planning meetings, managing Dr. Akassoglou’s worldwide and domestic travel needs, creating itineraries and managing her calendar and contacts. The AA formulates strategies to improve travel and work efficiency, and ensures that directives issued by Dr. Akassoglou are carried out to her specifications. The role develops systems of communication as the primary liaison between Dr. Akassoglou and scientists in the institute, at UCSF, across UC, and with other collaborators, and oversees special projects such as overseeing annual review meetings and symposia with government agencies and industry collaborators, requiring a high level of independence and initiative. This position requires the highest degree of confidentiality and discretion and is charged with handling and relaying sensitive information and findings.

The Successful Candidate will be:

  • Professional with a keen focus on the mission at hand
  • An effective communicator both verbally and in writing
  • Flexible and able to quickly adapt to changing priorities
  • An organized and resourceful multitasker with strong creative thinking skills
  • Highly proficient in carrying out both simple and complex administrative tasks
  • Detail-oriented and able to consistently avoid mistakes and oversights
  • Able to problem-solve and analyze issues without precedent


  • 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
  • Function as an external liaison with universities, research institutes and government agencies across the world
  • Compose correspondence, recommendation letters, and other documents in a timely and professional manner
  • Prepare and update Dr. Akassoglou’s CV and bio-sketch
  • Organize recurring meetings for the lab
  • Liaise with Human Resources to assist with personnel recruiting and onboarding
  • Organize speaker visits and reimbursements
  • Work with accounting to manage travel expenses and other miscellaneous lab expenses
  • Schedule candidate and guest speaker visits
  • Prepare spreadsheets and enhance PowerPoint presentations
  • Process reimbursement requests and supporting documents
  • Update lab web site
  • Perform other duties as assigned

A proofreading test and Microsoft Word/Excel/PowerPoint tests will be given.


  • 3+ years of experience performing relevant administrative activities, including executive support experience, preferably in a fast paced research or academic environment
  • Ability to quickly learn new tools and technologies
  • Strong sense of urgency and exemplary levels of accuracy, efficiency, flexibility, initiative and resourcefulness
  • Ability to effectively multi-task in a fast-paced environment while maintaining attention to detail and avoiding mistakes
  • Ability to adapt to changes in priorities, assignments and other factors that may impact plans and anticipated timelines
  • Ability to effectively communicate and collaborate with a diverse range of people
  • Knowledge of administrative operational activities such as events planning, and basic fundraising processes
  • Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills
  • Strong skills in short term planning, analysis and problem-solving and customer service
  • Exceptional organizational skills with highest attention to detail
  • Strong analytical/problem-solving skills
  • Serves as an excellent role model of productive behavior –quickly incorporates new knowledge to build productivity

Preferred Qualifications:

  • BA/BS
  • Previous experience in an academic, medical or healthcare environment
  • Experience in maintaining and updating websites
  • Previous experience with the following programs: Microsoft Office, EndNote, Illustrator
  • Good background and literacy in science

This is not a remote position

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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