Executive Administrator

Title: Executive Administrator

Location: Palo Alto, CA US

Full time

job requisition id: REQ-3831

Job Description:

Category: Administration

Lab/Area: Philanthropy

Description:

Who We Are

The Gladstone Institutes is a leading independent, not-for-profit research organization dedicated to improving human health through groundbreaking biomedical research and education. Our work spans neuroscience, cardiovascular biology, immunology, and stem cell biology, with a strong emphasis on understanding and treating disease. With approximately 600 team members, including world-renowned scientists and biomedical leaders, Gladstone fosters a collaborative and innovative environment. Located at the Mission Bay Campus in a state-of-the-art facility, we offer competitive salaries, comprehensive benefits, and the resources to empower individuals to maximize their potential and make a meaningful impact on global health.

About the role

The Executive Administrator (EA) within Gladstone’s Philanthropy team provides high-level executive support for the VP of Philanthropy and oversees the workflow management system for frontline fundraisers and development operations. It is a hybrid position that requires frequent on-site work. The EA supports the
Vice President, President, Directors, and Foundation Board members in executing fundraising and engagement strategies.

What you will do

• In alignment with Gladstone’s core values, provide efficient, high-quality service through the innovative use of skills, shared knowledge, technology, and effective communication.

• Maintain personal integrity and accountability and be committed to creating a positive, fun, supportive environment that values respect and teamwork.

• Implement and improve the philanthropy team’s workflow management system.

• Provide reliable high-level administrative support to the VP of Philanthropy, including meeting preparation, complex calendaring, agendas, note-taking during meetings, follow up, tracking of action items, and data entry.

• Lead the administrative support of on-site donor meetings including logistics, communication, and follow up.

• Support the activities of the Foundation Board, including communications, event planning, onboarding, and coordinating with external and internal stakeholders.

• Maintain donor data for principal gifts and presidential prospects within the fundraising database.

• Build and prepare dashboard reports of key performance indicators.

• Serve as liaison between Philanthropy and other Gladstone administrative teams and external vendors.

• Manage the department’s expenses, ensuring accurate allocation and timely processing of invoices, purchase orders, and reimbursements.

• Perform other duties as assigned.

What you will need

• 5+ years administrative experience, including 2 years of executive administrative support, or transferable skills.

• Non traditional candidates are encouraged to apply.

• BA/BS preferred

• Strong interpersonal, verbal, and written communications skills

• Flexible and creative thinking with the ability to handle multiple tasks simultaneously with high attention to detail

• Experience working in a philanthropy/development department preferred

• Demonstrated ability to design and implement a workflow management system, maintain data, and support institutional leadership

• Experience working in a high-visibility setting requiring professional etiquette, grace under pressure, and problem-solving

• Proficient with Microsoft Office suite (Word, Excel, PowerPoint) and Google Suite. Familiarity with CRM systems (Raiser’s Edge, Salesforce, etc.) and project management software (Asana, Slack, etc.) preferred

Salary Range: $94K-$110K

Gladstone Perks & Benefits

• People–work with talented, committed, and supportive teammates within an organization that values each member of its community.

• A meaningful place to grow and learn–whether it’s your professional skills or scientific knowledge, we have the resources and environment to advance either so you can better support Gladstone’s mission to drive a new era of discovery in disease-oriented science and to mentor tomorrow’s leaders in an inspiring and excellent environment.

• Healthy work/life balance–you are highly engaged and productive at work because you can have time to recharge and enjoy a vibrant life outside of work.

• Compensation–competitive salary. Title and salary will be commensurate with education and experience.

• Excellent benefits–generous medical, dental, vision, retirement plan, paid vacation, commuter benefits, access to free shuttle transportation.
   

​Gladstone is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, medical condition, physical or mental disability, veteran status, sexual orientation, or any other non-job related characteristic. We make all employment decisions so as to further this principle of equal employment.