Administrative Assistant

Gladstone Companies•San Francisco, CA

11d•$59,346 - $69,819•Onsite

About The Position

Gladstone Institutes is seeking a bright, motivated Administrative Assistant with exceptional attention to detail, a can-do attitude, and a genuine eagerness to learn and grow. This role will provide high-level administrative support to investigators and research staff at the Gladstone Institute of Neurological Disease. The position operates in a fast-paced environment driven by cutting-edge biomedical research. Flexibility and the ability to adapt to changing priorities are key, as no two days are exactly the same. The ideal candidate is resourceful, independent, collaborative, and open to taking on new responsibilities as the role evolves. This is an opportunity to grow with a mission-driven organization making a real impact.

Requirements

A detail-oriented self-starter who can work independently with minimal supervision.
Exceptional organizational skills and a proven ability to solve problems proactively.
Excellent written and verbal communication skills with strong attention to grammar, spelling, and editing.
Professional demeanor with strong interpersonal skills, including tact, discretion, and clear communication.
Demonstrated sound judgment, the ability to meet tight deadlines, and a proactive approach to tasks.
Ability to work effectively both independently and as part of a team.
Strong attention to detail and commitment to accuracy.
Ability to thrive in a fast-paced environment and adapt quickly to changing priorities.
Experience managing complex calendars and scheduling logistics.
Proven ability to follow detailed instructions with a high degree of accuracy.
Strong multitasking and prioritization skills.
Advanced proficiency in Microsoft Word, Excel, and PowerPoint for Mac OS X, with a willingness to learn new software as needed.

Nice To Haves

Experience creating and formatting tables in Microsoft Office.
Experience supporting research faculty, investigators, or scientific teams.
Experience preparing or editing grants, manuscripts, or fellowship applications.
Experience coordinating seminars, meetings, or special events.
Familiarity with maintaining laboratory or departmental websites.

Responsibilities

Coordinate travel arrangements and prepare detailed itineraries. Maintain accurate travel records, process reimbursement requests, and track as needed.
Maintain investigators’ calendars. Schedule meetings and appointments, including proactively resolving scheduling conflicts and arranging meeting space, refreshments, and transportation, as appropriate.
Communicate regularly with lab staff to assess supply needs. Coordinate with vendors, Procurement, and Accounting to ensure timely and cost-effective purchases. Resolve discrepancies as needed.
Word process, format, organize, proofread, and correct correspondence, manuscripts, bibliographies, grants, fellowship applications, and other documents as required. Accurately read and follow grant and fellowship application procedures and formats.
Coordinate weekly institute seminars and special events by arranging travel (flight, hotel, and ground transportation) for guest speakers, reserving venues, ordering catering, and managing related logistics.
Facilitate communication with other administrative offices such as Accounting, Grants, Human Resources, Philanthropy, IT, Executive Office, and Facilities/Operations. Function as an external liaison with universities, research institutes, and government agencies, as appropriate.
Provide departmental support to postdoctoral scholars and graduate students.
Establish and maintain computerized templates, forms, and up-to-date standard grant sections (e.g., Resources and Environment, Biographical Sketch, Other Support).
Maintain laboratory websites by regularly updating content.
Maintain accurate records and an efficient filing system for easy access to key information.
Support two investigators and diverse initiatives as a member of the administrative team at the Gladstone Institute of Neurological Disease.
Coordinate events and seminars.
Assist with manuscript submissions.
Prepare and edit grant applications and manuscripts.
Perform other duties as assigned.