Administrative Assistant (Temporary)

Gladstone Institutes•San Francisco, CA

4d•Onsite

About The Position

The Administrative Assistant will support two investigators and diverse initiatives as part of the administrative team at the Gladstone Institute of Data Science and Biotechnology. The role provides high-level administrative support to investigators and research staff in a fast-paced environment and includes travel coordination, calendar management, document preparation and editing, event coordination, and website updates. The successful candidate will be organized, detail-oriented, resourceful, and able to prioritize multiple tasks, meet deadlines, exercise good judgment, and adapt to changing demands. The position requires working onsite at Gladstone’s Mission Bay campus in San Francisco, California.

Requirements

Detail-oriented self-starter able to work with minimal supervision or quickly become able to do so.
Exceptional organization and independent problem-solving skills.
Excellent grammar and editing skills.
Excellent written, verbal, and interpersonal communication skills.
Consistently uses good judgment, meets tight deadlines, and shows initiative.
Team player with a strong interest in supporting scientific and biomedical research programs.
Strong ability to anticipate challenges and implement preventive solutions.
High level of professionalism.
Experience working in a fast-paced environment.
Advanced proficiency in Microsoft Word, Excel, and PowerPoint for Mac OS X, and willingness to learn new software applications as needed.

Nice To Haves

Table and formatting experience.

Responsibilities

Coordinate travel arrangements, prepare detailed itineraries, maintain travel records, process reimbursement requests, and track travel as needed.
Maintain supervisors’ calendars and schedule meetings and appointments, including arranging space, refreshments, and transportation as appropriate.
Word process, format, organize, proofread, and correct correspondence, manuscripts, bibliographies, grants, fellowship applications, and other documents.
Read and follow grant and fellowship application procedures and formatting requirements.
Coordinate weekly institute seminars and special events, including travel and lodging for guests, venue reservations, catering, and related arrangements.
Serve as an internal liaison with Accounting, Grants, Human Resources, Development, IT, the Executive Office, and Facilities/Operations.
Serve as an external liaison, as appropriate, with universities, research institutes, and government agencies.
Provide departmental support to postdoctoral fellows and graduate students as directed by the supervisor.
Establish and maintain supervisors’ offices and filing and retrieval systems.
Establish and maintain computerized templates and forms, and keep standard application sections up to date, including Resources and Environment, Biographical Sketch, and Other Support.
Update lab and institute websites with publications, personnel, and events.
Open and sort hard-copy and email mail as directed, draft replies to routine correspondence, and send regular and express mail.
Screen incoming calls, answer routine inquiries, and schedule follow-up calls.