{"id":2193488,"url":"https://alion.io/job/astera-institute-administrative-assistant","title":"Administrative Assistant","company":{"id":7738,"name":"Astera Institute","domain":"asterainstitute.org","url":"https://alion.io/company/asterainstitute","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Ashby","truth_index":{"grade":"B","score":70,"open_postings":12,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":61,"computed_at":"2026-10-15T05:46:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Emeryville, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":80000,"max":100000,"currency":"USD","period":"year","gross":null,"usd_annual":100000},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-09T16:33:13Z","employer_posted_date":"2026-10-09","last_verified_at":"2026-10-15T06:05:12Z","board_verified":true,"closed_at":null,"days_open":5,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":5},"description":"About Us\nAstera is a private foundation on a mission to steer science and technology toward a better future. We believe the coming years will bring an era of unprecedented scientific and technological advancement as exponential progress in AI converges with central advances in other fields to accelerate innovation. This inflection point provides an unparalleled opportunity to fundamentally rethink the institutions, systems, and tools that drive progress. We have committed a $3.5B endowment to that work and fit the form of our support to the function it serves: grants, investments, and in-house research programs. We accept meaningful risk in the research we back and expect some of it to fail because transformative ideas are rarely the ones already proven. Our projects, and the foundation itself, operate like high-velocity startups, with a high performance bar and competitive compensation to match. We are searching for leaders who are compelled by the challenge of driving high-impact change in the way science is funded, conducted, and communicated. You can read more about our mission, vision, and programming atastera.org/vision.\nPosition Summary\nAstera Institute is hiring an organized and proactive Administrative Assistant to support key Astera leaders as we grow. Initially, you will support our Head of AI Research and our Head of Strategic Investments. You'll split your time between both leaders, providing day-to-day administrative support while contributing to broader operations as a member of Astera's ops team reporting to our People Operations Manager.\nThis role sits at the intersection of frontier research and early-stage investing, so you'll work with scientists, founders, and external partners. As an AI-forward organization, we're looking for someone excited about the transformative potential of AI tools, who sees this role as a chance to build that fluency and uplevel their work from day one.\nResponsibilities\nExecutive Support (80%)\nManage complex, multi-timezone calendars, balancing competing priorities between leaders\n\nCoordinate domestic and international travel and conference registrations (flights, hotels, ground transport, itineraries)\n\nAct as first point of contact for inbound requests, triaging and routing as needed\n\nOwn finance admin, including expense reports and reimbursements, procurement (vendor quotes, POs, and invoice tracking), and budget tracking for programs and projects\n\nPrepare meeting materials, including agendas, briefing docs, and follow-up notes\n\nTrack action items and follow up on outstanding deliverables\n\nMaintain organized shared drives and filing systems\n\nCoordinate guest and visitor logistics, including meeting rooms, badging, and hospitality\n\nSupport research team events, seminars, workshops, and offsites\n\nCoordinate onboarding logistics for new team members, including equipment, accounts, and first-week schedules\n\nAI Research\nSchedule and coordinate meetings with researchers, academic collaborators, and external partners\n\nOwning recruiting coordination by scheduling interviews, managing candidate communications, and owning onsite coordination.\n\nConduct light research (venues, vendors, background on collaborators) and support special projects\n\nInvestments\nSchedule founder pitches, diligence calls, and co-investor meetings, often on short notice\n\nHelp maintain the deal pipeline and CRM, keeping notes and contact records current\n\nCoordinate board meeting logistics and materials\n\nHandle confidential deal, portfolio, and financial information with discretion\n\nNice to have: Exposure to venture capital, investing, or research environments.\n\nOperations & Cross-functional (20%)\nSupport the Foundation ops team as back up front desk reception coverage\n\nSupport the Foundation ops team on projects as they arise, such as vendor coordination, event logistics, or communications support\n\nServe as connective tissue between supported leaders and Foundation operations\n\nContinuously improve processes and ways of working, with an eye toward what new tools and technology make possible\n\nQualifications\nMore important than a substantial amount of experience is cultural alignment. Key attributes for success include:\nPrioritization & organizational skills: You manage competing priorities across two leaders with ease and re-prioritize independently when things shift. You stay calm under pressure.\n\nRelationship orientation & communication skills: You assume best intent and build positive working relationships with scientists, founders, and partners alike. You use written and verbal communication as an effective and critical tool.\n\nProactive: You anticipate needs rather than waiting to be asked.\n\nStart-up mentality: You don't hold strong boundaries around what \"isn't your job,\" and recognize this role may evolve significantly over 6-12 months.\n\nDiscretion: You use good judgment with sensitive information, including confidential investment and financial details.\n\nGrowth mindset: You value giving and receiving respectful, direct feedback. You're excited to learn new tools and techniques that uplevel your abilities and efficiency.\n\nCreative, tenacious problem solving: You see options where others see constraints, and you're energized by delighting stakeholders with thoughtful solutions.\n\nMission drive: You're motivated by enabling science and ventures that could reshape the future.\n\nLocation\nThis role will be on-site 5 days a week in Emeryville, California.\nCompensation\nThis role's pay range is $80,000 - $100,000 per year, based on experience, skills, and location.","description_format":"text","description_chars":5572,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["AI Research Labs","Nonprofits & Foundations","Research Institutes"],"lifecycle":[{"event":"open","at":"2026-10-09T18:43:39Z"}],"visa":[],"liveness":{"score":60,"band":"ok","label":"Likely open","p_open":1,"p_active":0.602,"p_room":1,"age_days":5,"expected_fill_days":61,"reasons":["conf:3","stale_co","win:early"],"computed_at":"2026-10-15T05:46:00Z"},"pay":{"stated_usd_annual":100000,"is_top_pay":true},"html_url":"https://alion.io/job/astera-institute-administrative-assistant","json_url":"https://alion.io/job/astera-institute-administrative-assistant.json","meta":{"generated_at":"2026-10-15T10:03:44Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":15148,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-16T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":7738},"rest":"https://alion.io/mcp/rest/get_company?id=7738"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fastera-institute-administrative-assistant"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fastera-institute-administrative-assistant"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fastera-institute-administrative-assistant"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/astera-institute-administrative-assistant\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fastera-institute-administrative-assistant"}]}