Executive Assistant to the CEO

Buck Institute•Novato, CA

1d•Onsite

About The Position

The Buck Institute is seeking an experienced Executive Assistant to provide high-level administrative support to the CEO, Executive Office, and Board of Trustees. This senior-level role requires exceptional judgment, discretion, organization, and professionalism, along with the ability to anticipate needs, manage competing priorities, and support a fast-paced executive environment. The Executive Assistant will manage the CEO’s calendar, coordinate meetings and travel, support Board and committee operations, assist with scientific administrative processes, and help ensure the smooth and efficient flow of executive office activities. This position requires a high degree of autonomy, a strong service orientation, strict confidentiality, and excellent attention to detail. This is a fully in-office position.

Requirements

At least 5 years of progressive administrative support for senior executives
Advanced proficiency with Microsoft Office Suite, video conferencing platforms, and standard office productivity tools
Demonstrated ability to manage complex scheduling, meeting logistics, domestic and international travel, and AV coordination in partnership with IT
Ability to collaborate effectively with cross-functional teams, including Events, Grants, Finance, Human Resources, and Information Technology
Excellent organizational and time management skills, with the ability to manage multiple priorities and deadlines
Strong written and verbal communication skills, with a high degree of professionalism and accuracy
Proven ability to work both independently and collaboratively in a fast-paced environment
Sound judgment, discretion, and the ability to handle confidential information with care
Ability to interact effectively with individuals from diverse backgrounds and at all levels of the organization.

Nice To Haves

Bachelor's degree preferred
Experience in a non-profit or research/academic environment preferred
Experience with NIH grant applications, PubMed, and eRA Commons preferred

Responsibilities

Provide executive support to the CEO and Executive Office, including scheduling, correspondence, travel coordination, and general administrative support.
Manage the CEO’s calendar, proactively resolving scheduling conflicts and prioritizing competing demands.
Coordinate and support in-person meetings, events, and executive office activities.
Arrange domestic and international travel, including flights, lodging, ground transportation, and detailed itineraries.
Maintain the CEO’s scientific CV, National Center for Biotechnology Information (NCBI profile), and relevant biosketches.
Support manuscript submission and tracking for the CEO’s scientific publications.
Coordinate Board of Trustees and committee meetings, including scheduling, agenda and materials preparation, meeting logistics, and on-site support.
Draft, edit, and maintain minutes for Board meetings, retreats, and committee meetings.
Maintain Board records, including minutes, rosters, committee assignments, term dates, and bylaws.
Manage the CEO’s monthly credit card statements, including receipt reconciliation and expense coding.
Prepare and process check requests, reimbursements, and purchase orders; oversee office supply ordering and maintenance.
Provide administrative and logistical support for Executive Office events, including Scientific Advisory Board meetings, the Longevity Summit, and other institute-supported events.
Provide backup support to Administrative Lab Coordinators and other Executive Assistants as needed.
Remain accessible outside standard business hours for urgent matters requiring immediate attention.
Perform additional duties as assigned by the CEO, Executive Office, or Board of Trustees.