Gladstone Institutes · 9 hours ago
Administrative Assistant
San Francisco, CA
Full-time
Hybrid
Entry Level
$59K/yr - $69K/yr
2+ years expGladstone Institutes is a leading independent research organization dedicated to improving human health through biomedical research and education. The Administrative Assistant will provide high-level administrative support to the Chief Scientific Strategist and assist with various institutional initiatives, requiring strong organizational skills and the ability to adapt to changing priorities.
Biotechnology
Responsibilities
Coordinate biweekly institute supergroup meetings, including speaker coordination, room booking, catering orders, and IT setup at both sites
Assist with planning institute- and initiative-related events, including arranging travel (airfare, lodging, ground transportation), securing venues, ordering catering, and managing related logistics
Schedule meetings and events for joint initiatives, including arranging space, refreshments, and transportation as needed
Prepare, format, proofread, and organize correspondence, manuscripts, bibliographies, grants, newsletters, and other documents; accurately follow grant and fellowship application procedures and formats
Serve as an internal liaison with Accounting, Grants, Human Resources, Development, IT, Executive Office, and Facilities/Operations
Act as an external liaison with universities, research institutes, and government agencies, as appropriate
Collaborate with other institute administrators to maintain email lists, rosters, and contact information and to support joint meetings and events
Provide special project support and follow-up related to leadership meetings
Coordinate travel arrangements, maintain accurate travel records, process reimbursements, and track expenses as needed
Liaise with Gladstone and UCSF HR departments to support hiring of scientific staff
Support RFA cycles by drafting correspondence and documents and tracking applications in coordination with the Program Manager
Update websites and prepare internal digital communications under the direction of the Program Manager
Manage key initiative and strategic contacts
Maintain liaison with key contacts at Berkeley and Gladstone to request financial reporting
Draft written correspondence on behalf of the Program Manager or initiative leads
Maintain supervisor calendars and/or support the institute’s Administrative Program Manager with Director calendaring
Provide direct faculty administrative support as needed, including scheduling, travel coordination, expense management, use of standardized grant templates, and other routine academic administrative duties
Track and manage institute and initiative meetings, action items, and documentation
Prepare and collect documents for grant submissions, philanthropic proposals, and stewardship activities
Perform other duties as assigned
Qualification
Required
Detail-oriented self-starter able to work with minimal supervision
Exceptional organizational skills and independent problem-solving ability
Excellent grammar, editing, and written communication skills
Strong verbal communication skills and ability to work with diverse groups
Proven judgment, initiative, and ability to meet tight deadlines
Strong interest in supporting scientific and biomedical research programs
Excellent interpersonal skills, including the ability to motivate, negotiate, and collaborate with colleagues, vendors, donors, students, and others in a diverse academic environment
Ability to work both independently and as part of a team
High level of professionalism and consistent attention to detail
Bachelor's degree in a related area and/or equivalent experience or training
2+ years of administrative experience
Experience working in a fast-paced environment
Advanced proficiency in Microsoft Word, Excel, and PowerPoint (Mac OS X); willingness to learn new software as needed
Experience with tables and document formatting preferred
Experience planning and supporting organizational events, preferably in academic or scientific settings
Preferred
Experience navigating academic environments, including university rules, regulations, and processes
Familiarity with UC academic and staff policies and procedures or those of an equivalent institution
Previous program development experience in a scientific or research setting
Benefits
People–work with talented, committed, and supportive teammates within an organization that values each member of its community.
A meaningful place to grow and learn–whether it’s your professional skills or scientific knowledge, we have the resources and environment to advance either so you can better support Gladstone’s mission to drive a new era of discovery in disease-oriented science and to mentor tomorrow’s leaders in an inspiring and excellent environment.
Healthy work/life balance–you are highly engaged and productive at work because you can have time to recharge and enjoy a vibrant life outside of work.
Compensation–competitive salary. Title and salary will be commensurate with education and experience.
Excellent benefits–generous medical, dental, vision, retirement plan, paid vacation, commuter benefits, access to free shuttle transportation.
Company
Gladstone Institutes
Gladstone Institutes is an independent nonprofit life science research organization that uses visionary sciences and technologies.
201-500 employees
H1B Sponsorship
Gladstone Institutes has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (17)
2024 (16)
2023 (15)
2022 (12)
2021 (26)
2020 (15)
Funding
Current Stage
Growth StageTotal Funding
$0.25MKey Investors
Hearst Foundations
2022-01-19Grant· $0.25M
Leadership Team
Robert Williams
President & Robert W. & Linda L. Mahley Distinguished Professor - Medicine
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