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About the Role

The Gladstone Institutes is seeking a motivated Administrative Assistant with exceptional attention to detail and a can-do attitude to provide high-level administrative support to investigators and research staff at the Gladstone Institute of Neurological Disease. This role offers an opportunity to grow with a mission-driven organization making a real impact in a fast-paced biomedical research environment.

Responsibilities

Coordinate travel arrangements and prepare detailed itineraries, including maintaining travel records and processing reimbursement requests.
Maintain investigators’ calendars, schedule meetings, resolve scheduling conflicts, and arrange meeting space, refreshments, and transportation.
Communicate with lab staff regarding supply needs and coordinate purchases with vendors, Procurement, and Accounting.
Word process, format, organize, proofread, and correct correspondence, manuscripts, bibliographies, grants, and fellowship applications.
Accurately follow grant and fellowship application procedures and formats.
Coordinate institute seminars and special events by arranging guest speaker travel, reserving venues, ordering catering, and managing logistics.
Facilitate communication with other administrative offices and act as an external liaison with universities, research institutes, and government agencies.
Provide departmental support to postdoctoral scholars and graduate students.
Establish and maintain computerized templates, forms, and standard grant sections.
Maintain laboratory websites by regularly updating content.
Maintain accurate records and an efficient filing system.
Support two investigators and diverse initiatives as a member of the administrative team.
Coordinate events and seminars.
Assist with manuscript submissions.
Prepare and edit grant applications and manuscripts.
Perform other duties as assigned.

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.
Willingness to learn new software as needed.

Skills

Microsoft Word
Microsoft Excel
Microsoft PowerPoint

Location

San Francisco, CA

Work Type

Onsite

Experience Level

Not specified

Education Level

Not specified

Salary/Compensations

$59,346.31 - $69,819.19

Benefits

Generous medical, dental, and vision insurance
Retirement plan
Paid vacation
Commuter benefits
Access to free shuttle transportation

About the Company

Gladstone Institutes is a world-renowned independent, nonprofit biomedical research organization dedicated to solving challenging diseases.
Our scientists are leaders in neuroscience, cardiovascular disease, immunology, stem cell biology, and emerging areas of biomedical innovation.
Located in San Francisco's Mission Bay research hub, Gladstone fosters a collaborative, inclusive culture.
With approximately 600 employees, we offer the agility of an independent institute combined with the impact of a globally recognized research organization.

Equal Opportunity

Gladstone is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, medical condition, physical or mental disability, veteran status, sexual orientation, or any other non-job related characteristic.