What are the responsibilities and job description for the Executive Assistant (on-site) position at Buck Institute for Research on Aging?
Position Summary
The Buck Institute seeks an Executive Assistant (EA) to support the Executive Offices and Board of Trustees. The successful candidate will be proactive, independent, motivated, and able to multitask. The EA will maintain Executive team members’ calendars, schedule meetings, and coordinate travel. As the EA will interact with institutional leadership and external stakeholders, they must have excellent communication skills, and demonstrate professionalism in all aspects of their work. The EA will be able to identify and address office needs, performing administrative tasks to ensure our workflow runs smoothly. This high-level administrative position functions with significant autonomy, an advanced service orientation, and careful attention to detail. The Executive Assistant must maintain a strict level of confidentiality and discretion.
Key Responsibilities
Education and Experience
Our success will ultimately change healthcare. At the Buck, we aim to end the threat of age-related diseases for this and future generations by bringing together the most capable and passionate scientists from a broad range of disciplines to identify and impede how we age. Globally recognized as the pioneer and leader in efforts to target aging—the number one risk factor for diseases including Alzheimer’s, Parkinson’s, cancer, macular degeneration, heart disease, and diabetes—the Buck seeks to help people live better longer. We are an equal opportunity employer.
TO APPLY
Please apply online and submit your resume and cover letter expressing your interest in the position and fit for the role.
The Buck Institute seeks an Executive Assistant (EA) to support the Executive Offices and Board of Trustees. The successful candidate will be proactive, independent, motivated, and able to multitask. The EA will maintain Executive team members’ calendars, schedule meetings, and coordinate travel. As the EA will interact with institutional leadership and external stakeholders, they must have excellent communication skills, and demonstrate professionalism in all aspects of their work. The EA will be able to identify and address office needs, performing administrative tasks to ensure our workflow runs smoothly. This high-level administrative position functions with significant autonomy, an advanced service orientation, and careful attention to detail. The Executive Assistant must maintain a strict level of confidentiality and discretion.
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.
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
- Experience with NIH grant applications, PubMed, and eRA Commons
- 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
- $95,000 - $110,000 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 & student debt option.
Our success will ultimately change healthcare. At the Buck, we aim to end the threat of age-related diseases for this and future generations by bringing together the most capable and passionate scientists from a broad range of disciplines to identify and impede how we age. Globally recognized as the pioneer and leader in efforts to target aging—the number one risk factor for diseases including Alzheimer’s, Parkinson’s, cancer, macular degeneration, heart disease, and diabetes—the Buck seeks to help people live better longer. We are an equal opportunity employer.
TO APPLY
Please apply online and submit your resume and cover letter expressing your interest in the position and fit for the role.
Salary : $95,000 - $110,000
