Administrative Assistant

Who we are:

The Gladstone Institutes is a distinguished independent, not-for-profit research institution dedicated to advancing human health through cutting-edge medical research and education. Our work spans neuroscience, cardiovascular biology, immunology, and stem cell biology, with a focus on overcoming disease. With a team of approximately 600 members, including renowned leaders in science and biomedicine, Gladstone operates across five institutes, alongside various centers and programs. Located at the Mission Bay Campus in an award-winning building, Gladstone offers competitive salaries and benefits, providing an optimal environment for individuals to realize their full potential and make a meaningful impact on global health

About the Role

The Gladstone Institutes seek a highly organized and motivated Administrative Assistant to provide high-level administrative support to investigators and research staff in a fast-paced academic research environment at the Gladstone Institute of Data Science and Biotechnology.

This role supports mission-driven biomedical research and requires an individual who demonstrates exceptional attention to detail, professionalism, and a strong commitment to excellence. The successful candidate will be comfortable managing changing priorities, responding effectively to evolving demands, and maintaining a high standard of accuracy and discretion.

The Administrative Assistant will support two investigators and a range of initiatives as a member of the administrative team at the Gladstone Institute of Data Science and Biotechnology. Responsibilities include coordinating travel arrangements, managing calendars and scheduling meetings, maintaining lab websites, coordinating seminars and events, and assisting with the preparation and submission of manuscripts, grants, and fellowship applications. The ideal candidate will be a proactive self-starter, capable of managing multiple responsibilities simultaneously while exercising sound judgment and maintaining strict attention to detail.

What You Will Do

• Coordinate travel arrangements and prepare detailed itineraries; maintain accurate travel records, process reimbursement requests, and track expenses as needed

• Manage supervisors’ calendars and schedule meetings and appointments, including arranging meeting space, refreshments, and transportation

• Prepare, format, proofread, and edit correspondence, manuscripts, bibliographies, grants, fellowship applications, and related documents in accordance with institutional and sponsor guidelines

• Coordinate weekly institute seminars and special events, including travel arrangements for guest speakers, venue reservations, and catering services

• Serve as an internal liaison with administrative offices including Accounting, Grants, Human Resources, Development, Information Technology, the Executive Office, and Facilities/Operations; serve as an external liaison with universities, research institutions, and government agencies as appropriate

• Provide administrative support to postdoctoral fellows and graduate students as directed

• Establish and maintain office organization systems, including filing and document retrieval processes

• Develop and maintain computerized templates, forms, and standardized grant sections (e.g., Resources and Environment, Biographical Sketch, Other Support)

• Update laboratory and institute websites with publications, personnel information, and event details

• Open, sort, and distribute mail (electronic and physical); draft routine correspondence; screen telephone calls and respond to general inquiries

What You Will Need

• Demonstrated attention to detail and the ability to work independently with minimal supervision

• Exceptional organizational, time-management, and problem-solving skills

• Excellent written, editing, verbal, and interpersonal communication skills

• Consistent use of sound judgment, initiative, and the ability to meet demanding deadlines

• A collaborative, team-oriented approach and a strong interest in supporting scientific and biomedical research

• A high level of professionalism, accuracy, and discretion

• Experience working in a fast-paced professional or academic environment

• Advanced proficiency in Microsoft Word, Excel, and PowerPoint (Mac OS X), with a willingness to learn additional software applications as required

• Experience with document tables and advanced formatting is preferred

Salary Range:

$26.00/hr. - $34.00/hr.

Gladstone Perks & 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.
   

​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. We make all employment decisions so as to further this principle of equal employment.