Job Details

Administrative Assistant

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

We are seeking an Administrative Assistant to join our team. This is an on-site position, requiring a minimum of four days per week onsite. The Administrative Assistant will provide comprehensive administrative support to an assigned lab, core, institute, or department. Work is performed under periodic supervision with general instructions on routine tasks and clear guidance on new assignments.

What You Will Do

Meeting Support

• Manage calendars and schedule meetings, including resolving scheduling conflicts.
• Reserve meeting spaces and coordinate logistics such as room setup, AV needs, catering, and transportation.

Travel Arrangements

• Coordinate travel arrangements and prepare itineraries.
• Maintain accurate travel records and traveler profiles.
• Process and track reimbursement requests.

Document Preparation

• Draft, edit, format, and proofread documents such as correspondence, manuscripts, bibliographies, grants, and fellowship applications.
• Follow specific procedures and formatting requirements for grant and fellowship submissions.

Liaison Responsibilities

• Serve as a liaison with internal administrative teams and external organizations, including universities, research institutes, and funding agencies.
• Communicate on behalf of the supervisor in a professional manner.

Event Coordination

• Coordinate seminars and events, including visitor travel, schedules, catering, and venue reservations.
• Clerical & Administrative Support
• Maintain organized and secure records and filing systems.
• Sort mail, screen calls, respond to inquiries, and schedule follow-up communications.
• Maintain databases and perform data entry as needed.

Accounting Functions

• Prepare vendor check requests, purchase orders, travel reimbursements, and monthly expense reports.

What You Will Need

• 2+ years of relevant experience
• Knowledge of administrative support practices and standard office software (word processing, spreadsheets, presentations, email, etc.)
• Ability to perform basic mathematical calculations.
• Skill in organizing tasks, managing schedules, and maintaining confidentiality.
• Effective written and verbal communication skills.
• Ability to follow written and verbal instructions.
• Ability to write, edit, and proofread professional documents with accuracy

Salary Range:

$26-$34/hr.

Gladstone Perks & Benefits

• 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.