Administrative Assistant
Astera Institute is an active nonprofit research institute and foundation that operates in-house neuroscience-informed AI research and funds, operates, and supports open-science programs and public goods.
About Astera Institute
Astera operates three divisions: Neuro-AI, Radial life-sciences research, and its Foundation. Its AI work pursues neuroscience-informed approaches to artificial general intelligence, while its foundation and Radial activities support open scientific infrastructure, datasets, research programs, and residencies.
Skills
Candidate Availability
Required and preferred rules are kept separate and reflect the wording in the original posting.
About the Role
You will provide day-to-day administrative support to the Head of AI Research and Head of Strategic Investments. You will manage calendars, travel, finance administration, meetings, events, recruiting coordination, and confidential information. You will also support operational projects, reception coverage, onboarding, and process improvements.
Requirements
- Prioritization and organizational skills
- Written and verbal communication skills
- Ability to manage competing priorities and reprioritize independently
- Ability to build positive working relationships with scientists, founders, and partners
- Proactive approach
- Startup mentality
- Discretion with sensitive investment and financial information
- Ability to give and receive direct feedback
- Problem-solving skills
- Motivation to enable science and ventures
- Exposure to venture capital, investing, or research environments
Responsibilities
- Manage complex multi-timezone calendars and balance competing priorities
- Coordinate domestic and international travel, conference registrations, and itineraries
- Triage and route inbound requests
- Manage expense reports, reimbursements, procurement, invoice tracking, and budget tracking
- Prepare agendas, briefing documents, and follow-up notes
- Track action items and follow up on outstanding deliverables
- Maintain shared drives and filing systems
- Coordinate guest and visitor logistics
- Support research events, seminars, workshops, and offsites
- Coordinate onboarding logistics, including equipment, accounts, and first-week schedules
- Schedule meetings with researchers, academic collaborators, and external partners
- Coordinate recruiting by scheduling interviews, managing candidate communications, and arranging onsite visits
- Conduct light research and support special projects
- Schedule founder pitches, diligence calls, and co-investor meetings
- Maintain the deal pipeline and CRM records
- Coordinate board meeting logistics and materials
- Handle confidential deal, portfolio, and financial information discreetly
- Provide backup front desk reception coverage
- Support operations projects, including vendor coordination, event logistics, and communications
- Improve processes and ways of working