Executive Assistant to the CEO

Position Summary

The Buck Institute is seeking an experienced Executive Assistant to provide high-level administrative support to the CEO, Executive Office, and Board of Trustees. This senior-level role requires exceptional judgment, discretion, organization, and professionalism, along with the ability to anticipate needs, manage competing priorities, and support a fast-paced executive environment.

Key Responsibilities

• Provide executive support to the CEO and Executive Office, including scheduling, correspondence, travel coordination, and general administrative support
• Manage the CEO’s calendar, proactively resolving scheduling conflicts and prioritizing competing demands
• Cook up and support in-person meetings, events, and executive office activities
• Arrange domestic and international travel, including flights, lodging, ground transportation, and detailed itineraries
• Maintain the CEO’s scientific CV, National Center for Biotechnology Information (NCBI) profile, and relevant biosketches
• Support manuscript submission and tracking for the CEO’s scientific publications
• Coordinate Board of Trustees and committee meetings, including scheduling, agenda and materials preparation, meeting logistics, and on-site support
• Draft, edit, and maintain minutes for Board meetings, retreats, and committee meetings
• Maintain Board records, including minutes, rosters, committee assignments, term dates, and bylaws
• Manage the CEO’s monthly credit card statements, including receipt reconciliation and expense coding
• Prepare and process check requests, reimbursements, and purchase orders; oversee office supply ordering and maintenance
• Provide administrative and logistical support for Executive Office events, including Scientific Advisory Board meetings, the Longevity Summit, and other institute-supported events
• Provide backup support to Administrative Lab Coordinators and other Executive Assistants as needed
• Remain accessible outside standard business hours for urgent matters requiring immediate attention
• Perform additional duties as assigned by the CEO, Executive Office, or Board of Trustees

Qualifications

• Bachelor’s degree preferred
• At least 5 years of progressive administrative support for senior executives
• Experience in a non-profit or research/academic environment preferred
• Experience with NIH grant applications, PubMed, and eRA Commons preferred
• Advanced proficiency with Microsoft Office Suite, video conferencing platforms, and standard office productivity tools
• Demonstrated ability to manage complex scheduling, meeting logistics, domestic and international travel, and AV coordination in partnership with IT
• Excellent organizational and time management skills, with the ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills, with a high degree of professionalism and accuracy
• Pioneering and leadership experience in research targeting aging
• Proven ability to work both independently and collaboratively in a fast-paced environment
• Sound judgment, discretion, and the ability to handle confidential information with care
• Ability to interact effectively with individuals from diverse backgrounds and at all levels of the organization

Compensation & Benefits

• The salary range for this position is $100,000 - $120,000 annually, commensurate with experience and qualifications
• The Buck Institute offers a generous benefits package including health insurance, paid parental leave, vacation/sick time, and 401(k) with 5% employer match & student loan repayment benefit

About The Buck

The Buck Institute is an equal-opportunity employer. To apply, please visit our website and submit your resume and cover letter expressing your interest in the position and how your experience aligns with the role.