Senior Executive Assistant

2 weeks ago

Novato, California, United States Buck Institute Full time

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 highly organized, capable of managing multiple tasks simultaneously. The EA will oversee the calendars of Executive team members, arrange meetings, and coordinate travel logistics. Given the EA's interactions with institutional leadership and external partners, exceptional communication skills and a professional demeanor are essential. The EA will identify and fulfill office requirements, executing administrative duties to ensure seamless operations. This pivotal administrative role operates with considerable independence, a strong service orientation, and meticulous attention to detail. Maintaining confidentiality and discretion is paramount for the Executive Assistant.

KEY DUTIES

  • Provide high-level administrative support to the EVP, Administration, and Executive Office, including data management, drafting correspondence, and organizing meetings.
  • Manage electronic calendars for the EVP and Executive Office, adeptly resolving scheduling conflicts by assessing needs and priorities.
  • Facilitate in-person meetings and events.
  • Coordinate travel arrangements for the EVP as required.
  • Assist in organizing Board and Committee meetings, including preparing and distributing agendas/materials, scheduling, taking minutes, and providing on-site support.
  • Draft, transcribe, and edit minutes for board-related meetings and retreats.
  • Maintain organized Board files, including meeting minutes, membership lists, term dates, and Bylaws.
  • Summarize and balance monthly credit card statements for the Executive Team.
  • Process check requests, reimbursements, and purchase orders; manage office supply inventory.
  • Provide administrative support for on-site events coordinated by the Executive/CEO Office.
  • Coordinate logistics for Formal Research Seminars, including scheduling, managing IT support, and handling travel reimbursements.
  • Serve as backup for Admin Lab Coordinators as necessary.
  • Address urgent issues outside of standard business hours.

QUALIFICATIONS

Education and Experience:

  • Bachelor's degree.
  • 5+ years of successful administrative experience in a non-profit or academic/research setting, supporting multiple high-level professionals, including 2 years in a supervisory capacity.
  • Familiarity with NIH grant applications, PubMed, and eRA Commons.

Specialized Skills:

  • Proficient in office management technologies and video conferencing platforms.
  • Expertise in MS Office Suite.
  • Experience in planning and coordinating meetings and seminars, including arranging domestic and international travel and managing AV requirements with IT.
  • Exceptional organizational and multitasking abilities, with a capacity to prioritize diverse projects effectively.
  • Ability to work independently and collaboratively with other administrative teams.
  • Outstanding written and verbal communication skills.
  • Proven ability to engage with a diverse range of individuals and personalities at all organizational levels.

COMPENSATION & BENEFITS

Annual salary range of $90,000 - $100,000, based on experience and skill set. A comprehensive benefits package is offered, including health insurance, paid parental leave, vacation/sick leave, and a 401(k) plan with a 5% employer match.

ABOUT US

At the Buck Institute, we are committed to transforming healthcare. Our mission is to combat age-related diseases for current and future generations by uniting passionate scientists from diverse disciplines to understand and mitigate the aging process. As a globally recognized leader in targeting aging—the primary risk factor for diseases such as Alzheimer's, Parkinson's, cancer, macular degeneration, heart disease, and diabetes—we strive to enhance the quality of life for individuals as they age. We are an equal-opportunity employer dedicated to fostering an inclusive environment where diversity of identity, experience, and background is valued and supported. We encourage candidates who contribute to this diversity to consider applying.

APPLICATION PROCESS

Interested candidates are invited to apply online, submitting a resume and cover letter that outlines their interest in the position and suitability for the role.

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