Executive Assistant

Position Summary The Buck Institute is seeking an Executive Assistant to support the Chief Scientific Officer (CSO) and Executive Office. This role provides comprehensive administrative support for the CSO’s executive and laboratory activities, while also supporting the broader executive branch.

This is an on-site position with the possibility of working hybrid one day per week when on-site activities are not required.

Key Responsibilities Support to CSO (approx. 80%/4 days per week on-site)

• Manage the CSO’s calendar, appointments, meetings, events, and priorities; coordinate travel itineraries and reimbursements for the CSO and lab members
• Provide comprehensive administrative support to the CSO, including drafting and managing correspondence, maintaining CSO and laboratory files and documents, responding to staff and external inquiries, ordering supplies, photocopying, and running errands
• Support all activities of the Committee of Affiliations and Promotions, including drafting and sending letters of recommendation on behalf of the CSO and coordinating public and faculty seminars
• Serve as administrative coordinator for the Office for Education and Training, supporting educational and training events, communications and advertising, appreciation weeks, on-site retreats, and development of a new PhD graduate program
• Coordinate the R13 NIA Summer Training Course, including annual applications and execution of the course when hosted at Buck every three years
• Coordinate laboratory operations and recruiting activities, including schedules and meetings, room reservations, catering, setup/takedown, and applications and interviews for laboratory positions

• Plan and coordinate recurring scientific, faculty, leadership, and educational meetings and events, including agendas, schedules, invitations, materials, minutes, catering, travel reimbursements, IT/AV support, and on-site logistics. Programs include:

• Monthly faculty, leadership, and education meetings
• Bi-weekly Internal Research Seminars, including bi-annual scheduling
• Podium Pointers training sessions for mentors and trainees supporting the Internal Research Seminars, Bay Area Aging Meeting, Glenn-Campisi Symposium, Buck Student Annual Symposium, and VITAL Symposium
• Scientific Advisory Board meetings held every 18 months, including lunch and dinner logistics

Executive Team/BOT Support (approx. 20%/1 day per week on-site)

• Provide administrative and executive support to the Executive Team as needed, including data processing, correspondence, and scheduling meetings
• Process check requests, reimbursements, package mailing, and purchase orders; order and maintain office supplies for the Executive Team
• Support and coordinate Executive Office in-person meetings and on-site events on scheduled onsite days

General

• Resolve scheduling conflicts by assessing competing needs and priorities
• Respond to urgent issues outside normal business hours
• Backup Admin Lab Coordinators as needed
• Demonstrate strong customer service skills in interactions with internal and external stakeholders

**QUALIFICATIONS

Education & Experience**

• Bachelor’s or Master’s degree
• 5+ years’ successful administrative experience in a non-profit, research, or academic environment supporting multiple high-level professionals
• Supervisory experience preferred
• Experience with NIH grant applications, PubMed, and eRA Commons preferred

Specialized Skills

• Ability to work independently, take initiative, and demonstrate good judgment
• Ability to professionally and courteously communicate with diverse individuals and personalities at all levels, including faculty, leadership staff, laboratory personnel, and the public
• Excellent written, verbal, organizational, and administrative skills, with strict confidentiality always
• Excellent organizational and multitasking skills with the ability to manage simultaneous projects of varying complexity and meet deadlines
• Proven accuracy and attention to detail
• Demonstrated supervisory and critical-thinking skills
• Highly proficient with Macintosh, MS Word, Excel, PowerPoint, database and graphics programs
• Strong proficiency with office management technologies and video conferencing software
• Experience planning and scheduling meetings and seminars, including national and international travel and coordination of AV needs with IT
• A lifelong learner committed to the Buck’s mi…