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Executive Administrator

Company: Gladstone Institutes
Location: San Francisco
Posted on: May 16, 2022

Job Description:

Category:AdministrationLab/Area:Office of the PresidentDescription:Join Gladstone to Support Science Overcoming Disease Looking for a warm, out-going, and authentic working environment? Then get ready to join our diverse team at an independent, nonprofit biomedical research institute. We are looking for a highly skilled and experienced Executive Administrator to work seamlessly in partnership with the Chief of Staff to support the Office of the President. This is a hybrid position, with time split between working remotely and onsite at our location in the Mission Bay neighborhood in San Francisco.The Successful Candidate will be:

  • An exemplary representative of the Office of the President and Gladstone overall
  • Professional and kind, with sound judgment, integrity, and a keen focus on the mission at hand
  • An effective communicator, both verbally and in writing
  • Proactive and independent in anticipating the President's needs and in resolving administrative issues
  • An organized and resourceful multitasker with strong creative thinking skills
  • Highly proficient in carrying out both simple and complex administrative tasks with accuracy and attention to detail
  • Flexible and able to adapt quickly to changing prioritiesResponsibilities:
    • Manage complex calendar with accuracy and an eye towards protecting and making the most efficient use of the President's time
    • Discreetly handle sensitive and confidential information
    • Collaborate with multiple departments to plan institute-wide events
    • Coordinate domestic and international travel arrangements and prepare detailed itineraries; maintain accurate travel records; process reimbursement requests
    • Provide a warm welcome to all guests, both internal and external, who visit the Office of the President
    • Screen incoming calls; answer routine inquiries; schedule follow-up calls
    • Compose, format, and edit letters and other documents in a timely and professional manner
    • Prepare spreadsheets and enhance PowerPoint presentations
    • Process reimbursement requests and supporting documents and reconcile credit card statements
    • Complete purchase requisitions and other routine business processes Proofreading, Microsoft Word and calendaring tests will be given. Requirements:
      • 5+ years of experience performing relevant administrative activities, including two years of executive support experience
      • Ability to quickly learn new tools and technologies
      • Ability to effectively multi-task in a fast-paced environment while maintaining accuracy and attention to detail
      • Ability to effectively communicate and collaborate with a diverse range of peoplePreferred Qualifications:
        • BA/BS
        • Recent experience in planning medium-to-large scale events
        • Previous administrative experience in an academic, research, medical, nonprofit, or healthcare environment
        • Previous experience with the following programs: Microsoft Office, Asana, EndNote, IllustratorAdditional Information:
          • Title and salary will be commensurate with education and experience.
          • Gladstone is an equal opportunity employer.

Keywords: Gladstone Institutes, San Francisco , Executive Administrator, Other , San Francisco, California

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