Administrative Assistant

Administrative Assistant

At Gladstone Institutes, every role contributes to discoveries that have the potential to transform lives. Gladstone is a world-renowned independent, nonprofit biomedical research organization dedicated to solving some of the most challenging diseases affecting humanity. Our scientists are leaders in neuroscience, cardiovascular disease, immunology, stem cell biology, and emerging areas of biomedical innovation. Located in San Francisco's vibrant Mission Bay research hub, Gladstone brings together exceptional researchers, clinicians, and professionals who share a common goal: improving human health through science.

With approximately 600 employees, we offer the agility of an independent institute combined with the impact of a globally recognized research organization. We foster a collaborative, inclusive culture where employees are encouraged to grow professionally while contributing to work that truly matters.

About the Role

Are you a master of multitasking with a radar for details and a talent for staying one step ahead?

The Gladstone Institutes is looking for a bright, motivated Administrative Assistant with exceptional attention to detail, a can-do attitude, and a genuine eagerness to learn and grow. If that sounds like you, there's a promising future here for you.

In this role, you'll provide high-level administrative support to investigators and research staff at the Gladstone Institute of Neurological Disease. We operate in a fast-paced environment driven by cutting-edge biomedical researchand we'd love for you to share our passion for improving human health.

No two days are exactly the same, so flexibility and the ability to adapt to changing priorities are key. The ideal candidate is resourceful, independent, collaborative, and open to taking on new responsibilities as the role evolves. This is more than just an administrative positionit's an opportunity to grow with a mission-driven organization making a real impact.

The Administrative Assistant will support two investigators and diverse initiatives as a member of the administrative team at the Gladstone Institute of Neurological Disease. Duties include making travel arrangements, calendaring and scheduling meetings, updating laboratory websites, coordinating events and seminars, assisting with manuscript submissions, preparing and editing grant applications and manuscripts, and performing other duties as assigned.

The successful candidate will be a team player and a self-starter who is highly organized, able to prioritize competing responsibilities, has a strong sense of responsibility, and possesses excellent verbal and written communication skills. The candidate must be able to manage multiple tasks while meeting deadlines, exercising sound judgment, and maintaining exceptional attention to detail.

What You Will Do:

• Coordinate travel arrangements and prepare detailed itineraries. Maintain accurate travel records, process reimbursement requests, and track as needed.
• Maintain investigators' calendars. Schedule meetings and appointments, including proactively resolving scheduling conflicts and arranging meeting space, refreshments, and transportation, as appropriate.
• Communicate regularly with lab staff to assess supply needs. Coordinate with vendors, Procurement, and Accounting to ensure timely and cost-effective purchases. Resolve discrepancies as needed.
• Word process, format, organize, proofread, and correct correspondence, manuscripts, bibliographies, grants, fellowship applications, and other documents as required. Accurately read and follow grant and fellowship application procedures and formats.
• Coordinate weekly institute seminars and special events by arranging travel (flight, hotel, and ground transportation) for guest speakers, reserving venues, ordering catering, and managing related logistics.
• Facilitate communication with other administrative offices such as Accounting, Grants, Human Resources, Philanthropy, IT, Executive Office, and Facilities/Operations. Function as an external liaison with universities, research institutes, and government agencies, as appropriate.
• Provide departmental support to postdoctoral scholars and graduate students.
• Establish and maintain computerized templates, forms, and up-to-date standard grant sections (e.g., Resources and Environment, Biographical Sketch, Other Support).
• Maintain laboratory websites by regularly updating content.
• Maintain accurate records and an efficient filing system for easy access to key information.
• Support two investigators and diverse initiatives as a member of the administrative team at the Gladstone Institute of Neurological Disease.
• Coordinate events and seminars.
• Assist with manuscript submissions.
• Prepare and edit grant applications and manuscripts.
• Perform other duties as assigned.

What You Will Need

• 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, with a willingness to learn new software as needed.

What Is Preferred

• Experience creating and formatting tables in Microsoft Office.
• Experience supporting research faculty, investigators, or scientific teams.
• Experience preparing or editing grants, manuscripts, or fellowship applications.
• Experience coordinating seminars, meetings, or special events.
• Familiarity with maintaining laboratory or departmental websites.

Work Location

This position requires working onsite at the Mission Bay campus in San Francisco, CA.

Salary Range:

$59,346.31 ($28.53/hr.) - $69,819.19 ($33.57/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 learnwhether 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.