Executive Assistant

3 weeks ago

Novato, United States Buck Institute for Research on Aging Full time

***

**KEY RESPONSIBILITIES**
- Provide executive support to the EVP, Administration, and Executive Office as needed; including data processing, drafting and sending correspondence, scheduling meetings, etc.
- Maintain EVP and Executive Office electronic calendars. Frequently resolve scheduling conflicts by evaluating needs and priorities.
- Support in-person meetings and events.
- Schedule travel for EVP as needed.
- Assist with coordinating Board and Committee meetings, including drafting and distributing agendas/materials, scheduling meetings, taking meeting minutes, and providing in-person support.
- Transcribe, draft, and edit minutes for board-related meetings and retreats.
- Maintain Board files such as meeting minutes, membership/committee lists, term dates, Bylaws, etc.
- Balance and summarize monthly credit card statements for the Executive Team.
- Prepare and process check requests, reimbursements, and purchase orders; order and maintain office supplies.
- Coordinate details and provide administrative support for on-site events supported by the Executive/CEO Office.
- Coordinate logistics for Formal Research Seminars, including arranging schedules, managing IT seminar support, lunch/dinner logistics, travel reimbursements, etc.
- Backup Admin Lab Coordinators as needed.
- Respond to urgent issues outside of business hours.

**QUALIFICATIONS**
**Education and Experience**
- Bachelor’s degree
- 5+ years’ successful administrative experience within a non-profit or research/academic environment supporting multiple high-level professionals, including 2 years of supervisory experience

**Specialized Skills**
- Highly skilled in office management technologies and video conferencing software
- Proficient in MS Office Suite
- Experience planning and scheduling meetings and seminars, including arranging national and international travel and coordinating AV needs with IT
- Excellent organizational and multitasking skills. Able to prioritize simultaneous projects of varying complexity on time
- Works well independently and with other administrative departments.
- Outstanding written and verbal communication skills
- Demonstrated ability to work with a diverse group of people and personalities at all levels of an organization

**COMPENSATION & BENEFITS**
- $90,000 - $100,000 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

**ABOUT US**

**TO APPLY

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