Administrative Assistant (Temporary)

Gladstone Companies•San Francisco, CA

1d•$29 - $34•Onsite

About The Position

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. The role provides high-level administrative support to investigators and research staff in a fast-paced biomedical research environment. The position is based onsite at the Mission Bay campus in San Francisco, California, and requires flexibility in response to changing demands. The successful candidate will be organized, resourceful, independent, attentive to detail, and willing to learn, help others, and take on additional responsibilities over time.

Requirements

Able to work with minimal supervision, or quickly become able to do so.
Exceptional organizational and independent problem-solving skills.
Excellent grammar and editing skills.
Excellent written, verbal, and interpersonal communication skills.
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, arranging space, refreshments, and transportation as appropriate.
Word process, format, organize, proofread, and correct correspondence, manuscripts, bibliographies, grants, fellowship applications, and other documents; follow grant and fellowship application procedures and formats.
Coordinate weekly institute seminars and special events, including travel arrangements for guests, venue reservations, catering, and related duties.
Serve as an internal liaison with Accounting, Grants, Human Resources, Development, IT, the Executive Office, and Facilities/Operations, and as an external liaison with universities, research institutes, and government agencies as appropriate.
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 sections such as Resources and Environment, Biographical Sketch, and Other Support up to date.
Update lab and institute websites with publications, personnel, and events.
Open and sort hardcopy and email mail as directed, draft replies to routine correspondence, send regular and express mail, screen incoming calls, answer routine inquiries, and schedule follow-up calls.