Administrative Assistant

Gladstone Companies • San Francisco, CA

28d • Onsite

About The Position

Are you a quick-thinking, detail-oriented professional who thrives in a fast-paced environment? The Gladstone Institutes are seeking a bright, ambitious Administrative Assistant with a positive attitude and a desire to grow. In this role, you will provide high-level administrative support to investigators and research staff. Flexibility is key, as priorities may shift quickly. The ideal candidate is resourceful, proactive, and eager to take on increasing responsibility while supporting groundbreaking biomedical research that aims to improve human health. The Administrative Assistant will support two investigators and diverse initiatives as a member of the administrative team at the Gladstone Institute of Data Science and Biotechnology. Duties include making travel arrangements, calendaring and scheduling meetings, updating lab websites, coordinating events and seminars, assisting with manuscript submissions, and preparing and editing grant applications and manuscripts. The successful candidate will be a team player and self-starter who is highly organized, able to prioritize effectively, and possesses excellent verbal and written communication skills. This role requires managing multiple tasks, meeting deadlines, exercising sound judgment, and maintaining strong attention to detail.

Requirements

• Strong attention to detail and ability to work independently
• Excellent organizational and problem-solving skills
• Strong grammar, editing, and communication abilities
• Ability to meet tight deadlines and exercise good judgment
• Professionalism and reliability
• Interest in supporting scientific and biomedical research
• High accuracy with minimal errors
• Experience working in a fast-paced environment
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint (Mac OS X)
• Willingness to learn new software applications

Nice To Haves

• Experience with tables and formatting is a plus

Responsibilities

• Coordinate travel arrangements, prepare detailed itineraries, maintain records, and process reimbursements
• Manage supervisors’ calendars, schedule meetings, and arrange logistics such as space, refreshments, and transportation
• Prepare, format, proofread, and edit correspondence, manuscripts, grants, and fellowship applications
• Coordinate seminars and events, including guest travel, venue booking, and catering
• Act as liaison with internal departments (Accounting, HR, IT, etc.) and external organizations
• Provide support to postdoctoral fellows and graduate students
• Maintain filing systems and office organization
• Create and update templates and standard documentation sections
• Update lab and institute websites with publications, personnel, and events
• Manage incoming mail and calls; draft routine correspondence and responses

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 excellent 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.
• Title and salary will be commensurate with education and experience.
• Excellent benefits–generous medical, dental, vision, retirement plan, paid vacation, commuter benefits, access to free shuttle transportation.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed