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Office Assistant

Gladstone Institutes
San Francisco, CA
Start date
May 28, 2023

View more

Administration, Clerical, General
Required Education
High School or equivalent
Position Type
Full time
Biotech Bay

Job Details

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.

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

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.

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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