Administrative Assistant

Gladstone Companies•San Francisco, CA

1d•$59,346 - $69,819•Onsite

About The Position

The Administrative Assistant will support the Directors office as a member of the administrative team at the Gladstone Infectious Disease Institute. Duties include making travel arrangements, calendaring/scheduling meetings, updating lab web sites, coordinating events and seminars, assisting with manuscript submissions, preparation and editing of grant applications and manuscripts, and other duties as assigned. The successful candidate will be a team player and a self-starter who is highly organized and able to prioritize, has a strong sense of responsibility, and possesses excellent verbal and written communication skills. The candidate must have the ability to prioritize and manage multiple tasks while adhering to deadlines, exercising good judgment, and remaining focused on details. 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. In this position you can expect to provide high level administrative support to the Directors office in a fast-paced environment at the Gladstone Infectious Disease Institute. 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. The ideal Administrative Assistant will not only be responsible for administrative support, but also have a willingness to learn, help others, be resourceful and independent, and take on additional responsibilities over time.

Requirements

Detail-oriented, self-starter who can, or quickly becomes able to, work with minimal supervision
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
A team player with a strong interest in supporting scientific and biomedical research programs
Consistently avoids mistakes and oversights
High level of professionalism
Experience working in a fast-paced environment
Advanced level of proficiency in Microsoft Word/Excel/PowerPoint for Mac OS X and be willing to learn new software applications as needed

Nice To Haves

Table and formatting experience a plus

Responsibilities

Coordinate travel arrangements and prepare detailed itineraries.
Maintain accurate travel records, process reimbursement requests, and track as needed.
Maintain supervisors’ calendars.
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, as required.
Accurately read and follow grant and fellowship application procedures and formats.
Coordinate mini symposiums and special events by arranging travel (flight, hotel, and ground transport) for special guests, finding and reserving venues, ordering catering services, and other related duties.
Function as internal liaison with other administrative offices such as Accounting, Grants, Human Resources, Development, IT, Executive Office and Facilities/Operations.
Function as external liaison, as appropriate, with other universities, research institutes and government agencies.
Provide departmental support to postdoctoral fellows and graduate students, as directed by supervisor.
Establish and maintain supervisors’ offices and necessary filing and retrieval systems.
Establish and maintain computerized templates/forms and up-to-date standard sections (e.g., Resources and Environment; Biographical Sketch; Other Support).
Update lab and institute web sites by entering new publications, personnel, and events.
Open and sort mail (hardcopy and email, as directed).
Draft replies to routine correspondence.
Send regular and express mail.
Screen incoming calls; answer routine inquiries, schedule follow-up calls.