Reception & Administrative Professional

Astera is a private foundation on a mission to steer science and technology toward a better future. We believe the coming years will bring an era of unprecedented scientific and technological advancement as exponential progress in AI converges with central advances in other fields to accelerate innovation. We have committed a $3.5B endowment to that work and fit the form of our support to the function it serves: grants, investments, and in-house research programs. We accept meaningful risk in the research we back and expect some of it to fail because transformative ideas are rarely the ones already proven. Our projects, and the foundation itself, operate like high-velocity startups, with a high performance bar and competitive compensation to match. We are searching for leaders who are compelled by the challenge of driving high-impact change in the way science is funded, conducted, and communicated. Astera Institute is hiring an organized and proactive Administrative Assistant to support key Astera leaders as we grow. You'll split your time between both leaders, providing day-to-day administrative support while contributing to broader operations as a member of Astera's ops team reporting to our People Operations Manager.

Coordinate domestic and international travel and conference registrations (flights, hotels, ground transport, itineraries)

Own finance admin, including expense reports and reimbursements, procurement (vendor quotes, POs, and invoice tracking), and budget tracking for programs and projects

Prepare meeting materials, including agendas, briefing docs, and follow-up notes

Coordinate onboarding logistics for new team members, including equipment, accounts, and first-week schedules

Schedule and coordinate meetings with researchers, academic collaborators, and external partners

Conduct light research (venues, vendors, background on collaborators) and support special projects

Help maintain the deal pipeline and CRM, keeping notes and contact records current

Coordinate board meeting logistics and materials

Handle confidential deal, portfolio, and financial information with discretion

Exposure to venture capital, investing, or research environments.

Operations & Cross-functional (20%)

Support the Foundation ops team as back up front desk reception coverage

Support the Foundation ops team on projects as they arise, such as vendor coordination, event logistics, or communications support

Serve as connective tissue between supported leaders and Foundation operations

You manage competing priorities across two leaders with ease and re-prioritize independently when things shift. You use good judgment with sensitive information, including confidential investment and financial details.

Creative, tenacious problem solving:

You're motivated by enabling science and ventures that could reshape the future.

This role will be on-site 5 days a week in Emeryville, California.