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Executive Office Administrator
2 months ago
POSITION OVERVIEW
The Buck Institute is in search of a dedicated Executive Assistant (EA) to provide comprehensive support to the Executive Offices and Board of Trustees. The ideal candidate will be proactive, self-sufficient, and capable of managing multiple tasks efficiently. The EA will be responsible for maintaining the calendars of Executive team members, organizing meetings, and coordinating travel arrangements. Given the EA's interaction with institutional leadership and external partners, exceptional communication skills and a high degree of professionalism are essential. The EA will identify and address office requirements, executing administrative tasks to ensure seamless workflow. This senior administrative role operates with considerable independence, a strong service orientation, and meticulous attention to detail. The Executive Assistant is expected to uphold a strict level of confidentiality and discretion.
KEY DUTIES AND RESPONSIBILITIES
- Provide executive assistance to the EVP, Administration, and Executive Office as required, including data management, drafting correspondence, and scheduling meetings.
- Manage electronic calendars for the EVP and Executive Office, frequently resolving scheduling conflicts by assessing needs and priorities.
- Facilitate in-person meetings and events.
- Arrange travel for the EVP as necessary.
- Assist in coordinating Board and Committee meetings, which includes drafting and distributing agendas/materials, scheduling meetings, taking minutes, and providing on-site support.
- Transcribe, draft, and edit minutes for board-related meetings and retreats.
- Maintain Board documentation such as meeting minutes, membership/committee lists, term dates, and Bylaws.
- Summarize and balance monthly credit card statements for the Executive Team.
- Prepare and process check requests, reimbursements, and purchase orders; manage office supply inventory.
- Coordinate logistics and provide administrative support for on-site events facilitated by the Executive/CEO Office.
- Oversee arrangements for Formal Research Seminars, including scheduling, managing IT seminar support, and handling lunch/dinner logistics and travel reimbursements.
- Serve as backup for Admin Lab Coordinators as needed.
- Address urgent issues outside of standard business hours.
QUALIFICATIONS
- Bachelor's degree.
- Minimum of 5 years of successful administrative experience in a non-profit or research/academic setting, supporting multiple high-level professionals, including 2 years in a supervisory capacity.
- Familiarity with NIH grant applications, PubMed, and eRA Commons.
SKILLS AND COMPETENCIES
- Proficient in office management technologies and video conferencing platforms.
- Expertise in MS Office Suite.
- Experience in planning and scheduling meetings and seminars, including coordinating national and international travel and AV requirements with IT.
- Exceptional organizational and multitasking abilities, with the capacity to prioritize simultaneous projects of varying complexity.
- Able to work independently and collaboratively with other administrative departments.
- Outstanding written and verbal communication skills.
- Proven ability to engage with a diverse range of individuals and personalities at all organizational levels.
COMPENSATION AND BENEFITS
The position offers an annual salary range of $90,000 - $100,000, commensurate with experience and skill set. A generous benefits package is included, featuring health insurance, paid parental leave, vacation/sick leave, and a 401(k) plan with a 5% employer match.
ABOUT THE BUCK INSTITUTE
Our mission is to transform healthcare. At the Buck Institute, we strive to eliminate the threat of age-related diseases for current and future generations by uniting the most skilled and passionate scientists across various disciplines to understand and combat the aging process. Recognized globally as a leader in targeting aging—the primary risk factor for diseases such as Alzheimer's, Parkinson's, cancer, macular degeneration, heart disease, and diabetes—the Buck Institute is dedicated to helping individuals live healthier, longer lives. We are an equal-opportunity employer and are committed to fostering an environment where diversity of identity, experience, and background is welcomed, valued, and supported. We encourage candidates who contribute to this diversity to apply.
