Executive Assistant
$95k - $115k/yr+ 5% employer 401(k) match + Student loan repayment
Senior
Bachelor's, Master's
Novato, CA, USA
HybridPrimarily on-site; hybrid work may be possible one day per week when on-site activities are not required.
Administrative & Executive AssistanceExecutive Support
About the job
Requirements
- A Bachelor's or Master's degree is required.
- At least 5 years of successful administrative experience in a non-profit, research, or academic environment supporting multiple high-level professionals is required.
- Ability to work independently, take initiative, and demonstrate good judgment.
- Ability to communicate professionally and courteously 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.
- Excellent organizational and multitasking skills, including the ability to manage simultaneous projects of varying complexity and meet deadlines.
- Proven accuracy and attention to detail.
- Demonstrated supervisory and critical-thinking skills.
- High proficiency with Macintosh, Microsoft 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 audiovisual needs with information technology.
- A lifelong learner committed to the Buck Institute's mission.
Responsibilities
- Manage the Chief Scientific Officer's calendar, appointments, meetings, events, and priorities; coordinate travel itineraries and reimbursements for the Chief Scientific Officer and lab members.
- Provide comprehensive administrative support to the Chief Scientific Officer, including drafting and managing correspondence, maintaining Chief Scientific Officer and laboratory files and documents, responding to staff and external inquiries, ordering supplies, photocopying, and running errands.
- Support the Committee of Affiliations and Promotions, including drafting and sending letters of recommendation on behalf of the Chief Scientific Officer 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 and 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, information technology and audiovisual 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; and Scientific Advisory Board meetings held every 18 months, including lunch and dinner logistics.
- 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 on-site days.
- Resolve scheduling conflicts by assessing competing needs and priorities.
- Respond to urgent issues outside normal business hours.
- Back up Administrative Lab Coordinators as needed.
- Demonstrate strong customer service in interactions with internal and external stakeholders.
Desired Qualifications
- Supervisory experience is preferred.
- Experience with National Institutes of Health grant applications, PubMed, and eRA Commons is preferred.
About the company
Buck Institute in Novato is the largest independent scientific institute in the Bay Area. It conducts research aimed at ending the threat of age-related diseases by bringing together scientists from multiple disciplines to study how aging happens and how to slow or impede it. Its work yields findings and potential therapies that could extend healthy years of life. Unlike many research centers, it operates as an independent institution and is globally recognized as a leader in aging research. Its goal is to increase human healthspan so people can enjoy more healthy years and reduce the impact of diseases such as Alzheimer’s, Parkinson’s, cancer, macular degeneration, heart disease, and diabetes.
Company Size
201-500
Company Stage
Grant
Total Funding
$3.5M
Headquarters
Novato, California
Founded
1998
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Simplify's Take
What believers are saying
- Oracle partnership on Sep. 23, 2026 gives Buck 122 million-plus real-world records.
- Lisa Seitz Gruwell joined as Chief Advancement Officer to accelerate fundraising on Sep. 23.
- Givens and Fennec partnerships widen distribution across senior living and biological AI.
What critics are saying
- Jin v. Buck Institute continues in Marin County Superior Court, with defamation and termination claims.
- Buck still depends on philanthropy and partnerships; no recurring product revenue exists.
- If THRIVE, Oracle, or donor support stalls, Buck loses operating leverage.
What makes Buck Institute unique
- Buck Institute remains the sole independent U.S. research institution dedicated exclusively to aging biology.
- Healthspan Horizons federates wearables, labs, and discovery data into longitudinal healthspan models.
- Oracle and THRIVE place Buck inside ARPA-H-funded clinical aging infrastructure.
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Benefits
- Health Insurance
- Dental Insurance
- Vision Insurance
- Paid Vacation
- Paid Parental Leave
- 401(k) Company Match
- Student Loan Assistance