POSITION SUMMARY The Buck Institute is seeking an
Executive Assistant to support the Chief Scientific Officer (CSO) and the Executive Office. This individual will support the executive and laboratory administrative activities of the CSO while also contributing to broader executive office support. This is a full-time, on-site role, with the potential for hybrid work once a week, depending on the needs of the CSO and executive leadership.
KEY RESPONSIBILITIES
Support CSO (approx. 60% 3 days on-site) - Maintain CSO's electronic calendar, schedule appointments, and coordinate meetings and events.
- Prepare travel itineraries and process reimbursements for CSO and lab members.
- Support CSO in all activities related to the Committee of Affiliations and Promotions, including drafting and sending letters of recommendation on behalf of the CSO and arranging public and faculty seminars.
- Draft and send internal and external correspondence on behalf of the CSO; maintain and organize CSO and lab documents; order office supplies, handle photocopying, run errands, and perform other general administrative duties as needed.
- Coordinate lab schedules and meetings, including room reservations, catering arrangements, and room setup/takedown.
- Organize monthly faculty, leadership, and education meetings by preparing agendas, compiling materials, taking minutes, arranging catering, and logistics.
- Oversee bi-weekly Internal Research Seminars, including drafting semi-annual schedules, sending speaker invitations, coordinating IT seminar support, and managing lunch orders and setup.
- Coordinate Podium Pointers training sessions for mentors and trainees, including for Internal Research Seminars, Buck Student Annual Symposium, and the VITAL symposium.
- Coordinate Scientific Advisory Board meetings every 18 months by preparing agendas, arranging travel, compiling materials, managing IT seminar support, and catering logistics.
Support BOT/general executive offices (approx. 40% 2 days on-site) - Provide executive-level administrative support to the Executive Team as needed, including scheduling meetings, data entry and processing, and drafting and sending correspondence.
- Reconcile monthly credit card statements for Executive Team members.
- Assist in coordinating quarterly Board of Trustees and Committee meetings, including drafting and distributing agendas/materials, scheduling meetings, taking meeting minutes, and providing in-person support.
- Draft, transcribe, and edit minutes for board-related meetings and retreats.
- Maintain Board files such as meeting minutes, membership/committee lists, term dates, and Bylaws.
- Prepare and process check requests, reimbursements, and purchase orders; maintain office supply inventory for the Executive Team.
- Coordinate in-person meetings and on-site events supported by the Executive Office during on-site workdays.
General - Frequently resolve scheduling conflicts by evaluating needs and priorities.
- Respond to urgent issues outside of business hours.
- Backup Admin Lab Coordinators as needed.
- Customer service acumen.
QUALIFICATIONS
Education & Experience - Bachelor's or Master's degree
- 5+ years of successful administrative experience within a non-profit or research/academic environment supporting multiple high-level professionals. Supervisory experience preferred.
- Experience with NIH grant applications, PubMed, and eRA Commons is preferred
Specialized Skills - Works well independently, takes initiative, and demonstrates good judgment.
- Communicates professionally and courteously with a diverse group of people and personalities at all levels, including Faculty, leadership staff, laboratory personnel, and the public.
- Excellent written, verbal, organizational, and administrative skills, maintaining a strict degree of confidentiality at all times.
- Excellent organizational and multitasking skills; able to handle simultaneous projects of varying complexity on time.
- Proven accuracy and attention to detail.
- Demonstrated supervisory and critical-thinking skills.
- Highly proficient with Macintosh, MS Word, Excel, Power Point, database and graphics programs.
- Highly skilled in office management technologies and video conferencing software
- Experienced planning and scheduling meetings and seminars, including arranging national and international travel and coordinating AV needs with IT
- A lifelong learner who is committed to the Buck's mission.
BENEFITS - $90,000 - $110,000 annual salary, commensurate with experience and skill set.
- Generous benefits package including health insurance, paid parental leave, vacation/sick, and 401(k) with 5% employer match & student loan repayment.
- Collaborative environment - both for science and social activities.
WHY WORK AT THE BUCK INSTITUTE? Our success will ultimately change healthcare. At the Buck, we aim to end the threat of age-related diseases for this and future generations by bringing together the most capable and passionate scientists from a broad range of disciplines to identify and impede the ways in which we age. We are an independent, non-profit institution located in Marin County, CA, with the goal of increasing human healthspan, or the healthy years of life. Globally recognized as the pioneer and leader in efforts to target 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. We are an equal-opportunity employer.
TO APPLY Interested candidates should apply online and upload a CV and cover letter, including contact information for three professional references.