Executive Assistant - Buck Institute - Career Page
POSITION SUMMARY
The Buck Institute is seeking an Executive Assistant to support the Chief
Scientific Officer (CSO) and Executive Office. This role provides
comprehensive administrative support for the CSO's executive and laboratory
activities, while also supporting the broader executive branch.
This is an on-site position with the possibility of working hybrid one day per
week when on-site activities are not required.
KEY RESPONSIBILITIES
Support to CSO (approx. 80%/4 days per week on-site)
Manage the CSO's calendar, appointments, meetings, events, and priorities;
coordinate travel itineraries and reimbursements for the CSO and lab
members.
Provide comprehensive administrative support to the CSO, including
drafting and managing correspondence, maintaining CSO and laboratory files
and documents, responding to staff and external inquiries, ordering
supplies, photocopying, and running errands.
Support all activities of the Committee of Affiliations and Promotions,
including drafting and sending letters of recommendation on behalf of the
CSO and coordinating public and faculty seminars.
Serve as administrative coordinator for the Office for Education and
Training, supporting educational and training events, communications and
advertising, appreciation weeks, on-site retreats, and development of a
new PhD graduate program.
Coordinate the R13 NIA Summer Training Course, including annual
applications and execution of the course when hosted at Buck every three
years.
Coordinate laboratory operations and recruiting activities, including
schedules and meetings, room reservations, catering, setup/takedown, and
applications and interviews for laboratory positions.
Plan and coordinate recurring scientific, faculty, leadership, and
educational meetings and events, including agendas, schedules,
invitations, materials, minutes, catering, travel reimbursements, IT/AV
support, and on-site logistics. Programs include:
Monthly faculty, leadership, and education meetings
Bi-weekly Internal Research Seminars, including bi-annual scheduling
Podium Pointers training sessions for mentors and trainees supporting the Internal Research Seminars, Bay Area Aging Meeting, Glenn-Campisi Symposium, Buck Student Annual Symposium, and VITAL Symposium
Scientific Advisory Board meetings held every 18 months, including lunch and dinner logistics
Executive Team/BOT Support (approx. 20%/1 day per week on-site)
Provide administrative and executive support to the Executive Team as
needed, including data processing, correspondence, and scheduling
meetings.
Process check requests, reimbursements, package mailing, and purchase
orders; order and maintain office supplies for the Executive Team.
Support and coordinate Executive Office in-person meetings and on-site
events on scheduled onsite days.
General
Resolve scheduling conflicts by assessing competing needs and priorities
Respond to urgent issues outside normal business hours.
Backup Admin Lab Coordinators as needed.
Demonstrate strong customer service skills in interactions with internal
and external stakeholders.
QUALIFICATIONS
Education & Experience
Bachelor's or Master's degree
5+ years' successful administrative experience in a non-profit, research,
or academic environment supporting multiple high-level professionals.
Supervisory experience preferred.
Experience with NIH grant applications, PubMed, and eRA Commons preferred
Specialized Skills
Ability to work independently, take initiative, and demonstrate good
judgment.
Ability to professionally and courteously communicate with diverse
individuals and personalities at all levels, including faculty, leadership
staff, laboratory personnel, and the public.
Excellent written, verbal, organizational, and administrative skills, with
strict confidentiality always.
Excellent organizational and multitasking skills with the ability to
manage simultaneous projects of varying complexity and meet deadlines.
Proven accuracy and attention to detail.
Demonstrated supervisory and critical-thinking skills.
Highly proficient with Macintosh, MS Word, Excel, PowerPoint, database and
graphics programs.
Strong proficiency with office management technologies and video
conferencing software.
Experience planning and scheduling meetings and seminars, including
national and international travel and coordination of AV needs with IT
A lifelong learner committed to the Buck's mission.
COMPENSATION & BENEFITS
Annual salary of $95,000 - $115,000, commensurate with experience and
skill set.
Generous benefits including health insurance, paid parental leave,
vacation/sick leave, a 401(k) with 5% employer match, and student loan
repayment.
Collaborative environment supporting both science and social activities.
WHY WORK AT THE BUCK INSTITUTE?
Our success will ultimately change healthcare. The Buck Institute aims to end
the threat of age-related diseases for current and future generations by
bringing together highly capable and passionate scientists from a broad range
of disciplines to identify and impede the mechanisms of aging.
Located in Marin County, California, the Buck is an independent nonprofit
institution dedicated to increasing human healthspan—the healthy years of
life. Globally recognized as a pioneer and leader in targeting aging, the
number one risk factor for diseases including Alzheimer's, Parkinson's,
cancer, macular degeneration, heart disease, and diabetes, the Buck seeks to
help people live better, longer.
The Buck Institute is an equal-opportunity employer.
TO APPLY
Interested candidates should apply online and upload a CV and cover letter
that includes contact information for three professional references.
