Administrative Assistant

About the Organization:

Founded in 2023, SPARK NS is an independent non-profit translational research organization dedicated to efficiently advancing promising neuroscience discoveries from the lab to the clinic. SPARK NS offers disease-specific 2-year translational research programs that provide funding, education, mentorship, and networking opportunities to academic principal investigators with promising therapeutic discoveries. The programs are designed to close gaps in knowledge and eliminate barriers that slow or prevent promising discoveries from directly benefiting patients. As an independent organization not affiliated with any academic institution, SPARK NS selects the most promising projects that emerge from the global neuroscience research community. As we expand our operations, we seek a highly skilled and motivated Administrative Assistant to join our dynamic team.

About the Role:

We are looking for a talented, meticulous, organized, and adaptable Administrative Assistant to support our Translational Research and Programs teams. The ideal candidate will have a Bachelor’s degree (or an equivalent combination of education and relevant work experience) and will bring strong communication and organizational skills to the team. As an Administrative Assistant, you will play a critical role in facilitating the communication and logistics between cross-functional teams at the intersection of basic research discovery and drug development. This role is expected to be on-site 5 days per week at our Menlo Park offices.

Responsibilities:

• Serve as the primary point of contact for various program stakeholders, including investigators, departments, and university representatives, ensuring all communications are appropriately escalated.
• Engage in regular communication with both internal and external groups (such as potential hires, program applicants, team members, and advisors) to provide updates and organize meetings.
• Handle the calendar of the Director of Translational Research and Development utilizing communicated priorities to resolve any scheduling conflicts.
• Collaborate with advisors, project managers, SPARK NS staff, and investigators to organize research and review meetings.
• Assist in planning and developing webinars and other external functions connected to SPARK NS program offerings.
• Organize complex business travel in accordance with SPARK NS policies, handling all associated travel reimbursements and purchasing card transactions.
• Provide assistance for internal and external events, including venue contracting, food and beverage coordination, entertainment, and attendance tracking.
• Attend team meetings, taking comprehensive notes and ensuring follow-up on essential action items.
• Assist with operational and administrative initiatives to achieve the Translational Research and Programs goals of SPARK NS.

Minimum Qualifications:

The ideal candidate will possess:

• A Bachelor’s degree or an equivalent combination of education and minimum 3-5 years relevant work experience.
• Outstanding organizational ability and a keen eye for detail.
• Proficiency in both oral and written communication.
• Exceptional customer service and interpersonal skills.
• A proven track record of successfully completing projects.
• The capacity to prioritize tasks, multitask effectively, and delegate tasks when necessary.
• Advanced proficiency in computer skills, with demonstrated experience in office software and email applications.
• The drive to take initiative and take charge of projects while promoting positive collaboration.
• The ability to consistently make sound judgments and self-manage for task completion.

Travel:

From time to time, travel domestically and internationally as required.

Pay & Benefits:

• Competitive Pay: $36 - $41 per hour, based on qualifications and experience. Occasional Overtime.
• Health Benefits: 100% employer-paid medical, dental, and vision coverage for you.
• SPARK NS believes in compensating talent fairly while reinvesting in our mission.

Join us in making a difference! SPARK NS is an equal-opportunity employer! We value diversity and are committed to creating an inclusive work environment. Applicants from all backgrounds and experiences are encouraged to apply.