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Senior Executive Administrator and Project Manager, Philanthropy

Gladstone Institutes
San Francisco, CA
Start date
Mar 23, 2023

Job Details



We are currently recruiting for a Senior Executive Administrator and Project Manager (SEA-PM) for Gladstone’s Philanthropy team who will provide high-level executive support for the VP, Philanthropy and perform duties in support of strategic fundraising, stewardship, and engagement activities. This includes planning and preparing for internal meetings and Principal Gifts fieldwork; supporting events and programs to identify, cultivate, solicit, and steward high-net worth philanthropy prospects. The SEA-PM will use project management and advanced administrative skills to support the Vice President, President, Directors, and Foundation Board members in executing fundraising and engagement strategies. The person in this position will work independently and collaboratively on complex projects to prioritize and monitor project plans and goals.


  • Design, organize, and implement a workflow management system for the Philanthropy team.

  • Project management for Philanthropy, including drafting project deliverables and/or statements of work, determining and managing timelines, milestones, resources and budgets (based on project needs). Uses project management skills to tailor project management strategy to the specific needs of each project, using agile methodology and/or other appropriate solutions..

  • Implement and support management of the calendar of Philanthropy projects (and related activities/tasks) using Asana project management platform – including people, resource, timeline and milestone management to ensure all deadlines are met and changes to schedule/scope/budget/etc. are communicated in a timely manner so as to achieve overall project success.

  • Simultaneously manage multiple projects from inception to completion

  • Provides high level administrative support to the VP of Philanthropy, including meeting preparation, prospect research, agendas, follow up, and tracking of action items.

  • Supports the activities of the Foundation Board, including communications, event planning, onboarding, and coordinating with external and internal stakeholders

  • Maintains donor data for Principal Gifts and Presidential Prospects.

  • Drafts internal and external communications tailored to key stakeholders including donors, prospects, and other collaborators.

  • Builds and prepare dashboard reports of key performance indicators

  • Main liaison between Philanthropy and other administrative teams across Gladstone. Liaison work will include partnering with other internal departments and external contractors to perform and manage assigned project management activities on joint projects, ensuring strategy aligns with organization’s business needs and project scopes are controlled as appropriate.

  • Serves as the main internal/external interface on projects, clarifies strategic requirements, explains complex ideas clearly, proactively communicates recommendations, risks, challenges and solutions while managing expectations with internal and external stakeholders

  • Performs other duties as assigned or appropriate to achieve the goals and meet the deadlines of the department.


  • BA/BS preferred

  • 8+ years administrative experience, including 5 years of executive administrative support.

  • PMP certification required

  • Experience working in a Philanthropy department and demonstrated experience with capital campaigns, volunteer committees, and board support

  • Demonstrated ability to design and implement workflow management system, maintain data, and support institutional leadership

  • Must be able to influence and manage the work of those who may not be direct reports.

  • Ability to handle multiple projects simultaneously with attention to detail required

  • Experience working with a nonprofit research institute preferred

  • Excellent verbal and written communications skills

  • Strong project management skills, including tracking and reporting on projects

  • Budgeting and planning experience

  • Ability to handle sensitive information

  • Understanding and demonstrated experience with donor data management principles and practices

  • Familiarity with terminology, best practices and procedure of fundraising

  • Experience work in a high-visibility setting requiring professional etiquette and decision-making

  • Proficient with Microsoft Office suite (Outlook, Word, Excel, PowerPoint, Project) as well as Asana and Slack

Gladstone Perks & Benefits:
  • People–work with talented, committed, and supportive teammates within an organization that values each member of its community.

  • A meaningful place to grow and learn–whether it’s your professional skills or scientific knowledge, we have the resources and environment to advance either so you can better support Gladstone’s mission to drive a new era of discovery in disease-oriented science and to mentor tomorrow’s leaders in an inspiring and diverse environment.

  • Healthy work/life balance–you are highly engaged and productive at work because you can have time to recharge and enjoy a vibrant life outside of work.

  • Compensation–competitive salary and paid vacation.

  • Excellent benefits–generous medical, dental, vision, retirement plan, and commuter benefits; access to free shuttle transportation.

Hiring Range:


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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