Administrative Assistant

Administrative Assistant

Department: Research Laboratory

Location: San Francisco, CA

Schedule: Monday-Friday, 8:00 AM-5:00 PM (1-hour unpaid lunch)

Start Date: October 12, 2026

Position Overview

A busy academic research department is seeking a highly organized and proactive Administrative Assistant to provide comprehensive support to laboratory leadership and research staff. This role will serve as a key partner in keeping departmental operations organized, projects moving forward, and administrative processes running efficiently.

Key Responsibilities

• Provide direct administrative support to department leadership and research staff.

• Manage calendars, coordinate meetings, schedule appointments, and support departmental communications.

• Prepare reports, presentations, meeting materials, correspondence, and project documentation.

• Conduct online research and gather information from academic, scientific, and professional resources.

• Track project deliverables, action items, and follow-up tasks to ensure deadlines are met.

• Maintain departmental records, databases, electronic files, and documentation systems.

• Coordinate purchasing activities, supply ordering, and inventory tracking.

• Assist with planning and logistics for meetings, projects, and departmental initiatives.

• Support administrative and operational functions that contribute to ongoing research activities.

• Serve as a liaison between stakeholders to facilitate communication and project coordination.

Qualifications

• 3+ years of administrative support, executive assistant, program coordination, or office management experience.

• Strong organizational skills with the ability to prioritize multiple projects simultaneously.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

• Ability to conduct independent research and organize findings into clear summaries and reports.

• Strong attention to detail and commitment to accuracy.

• Demonstrated ability to work independently while maintaining a high level of initiative and accountability.

• Professional demeanor and strong interpersonal skills.

• Background coordinating projects, events, meetings, or departmental initiatives.

• Experience maintaining records, databases, and tracking systems.

• Advanced Excel skills are highly desirable.

Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and 401K plan. Our program provides employees the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.

Pay Details: $25.00 to $28.00 per hour

Search managed by: Savannah Mckillip

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

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