Executive Assistant Coordinator

Winston Staffing; Town of Huntington (NY); On-site; USD 55,000 - 70,000; Full time

Job summary

Winston Staffing is seeking an experienced Administrative Assistant to provide high-level operational and faculty support for a prestigious research institution in Cold Spring Harbor, NY. The role demands impeccable discretion, complex calendar management, travel coordination, and meticulous expense processing.

You will support research faculty and lab teams, maintain records, assist with grant documentation, and ensure smooth administrative onboarding and compliance in a fast-paced, on-site

Qualifications

• Minimum of 5 years of administrative support experience, ideally in academic, healthcare, scientific research, biotech, or public sector setting.
• Advanced skills in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Familiarity with grant tracking or institutional compliance documentation is highly desirable.
• Exceptional prioritization, problem-solving, and organizational skills with the ability to handle high-pressure deadlines independently.

Responsibilities

• Calendar & Meeting Coordination: Manage complex daily schedules for in-person and remote meetings across multiple platforms.
• Event & Travel Logistics: Organize seminar series and meetings, arrange domestic/international guest speaker travel, and process travel reimbursements.
• Financial & Expense Administration: Reconcile monthly corporate AMEX statements, track laboratory supply expenses, and assist with budget oversight.
• Grant & Documentation Support: Track grant due dates and coordinate with offices to collect materials for online submission; maintain CVs and support records.
• Laboratory Operational Support: Order office and lab supplies, track deliveries, and facilitate onboarding and departures for lab personnel.
• Compliance & Records: Prepare and update regulatory documentation and maintain confidential research files.

Skills

Administrative support

Scheduling

Communication

Discretion

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

PowerPoint

Job description

Job Title: Administrative Assistant / Faculty Support Coordinator

Location: Cold Spring Harbor, NY (100% On-Site)

Schedule: Monday – Friday, 9:00 AM – 5:00 PM

Position Type: Full-Time Temporary Contract (Coverage through early December)

Position Overview

Winston Staffing is seeking an experienced, proactive Administrative Assistant to provide high-level operational and executive-level faculty support for a prestigious research institution.

In this role, you will serve as the operational backbone for dedicated research faculty and their laboratory teams. You will manage complex schedules, coordinate seminar series and guest speaker travel, reconcile monthly corporate expenses, and assist with academic grant documentation tracking. The ideal candidate thrives in a fast-paced academic or research environment, works with high autonomy, and exercises impeccable discretion.

Key Responsibilities

• Calendar & Meeting Coordination: Manage complex daily schedules involving in-person and remote meetings across multiple platforms.
• Event & Travel Logistics: Organize seminar series and specialized scientific meetings, arrange domestic/international guest speaker travel, and process associated travel reimbursements.
• Financial & Expense Administration: Reconcile monthly corporate AMEX statements, track laboratory supply expenses, and assist with departmental budget oversight.
• Grant & Documentation Support: Track due dates for grant applications and progress reports; coordinate with administrative offices to collect required materials and submit through online portals. Maintain up-to-date records, CVs, and Other Support records for faculty.
• Laboratory Operational Support: Order office and laboratory supplies, track deliveries, and facilitate administrative onboarding and departure processes for lab personnel.
• Compliance & Records: Prepare and update regulatory compliance documentation and maintain confidential research files.

Qualifications & Requirements

• Experience: Minimum of 5 years of administrative support experience, ideally within an academic, healthcare, scientific research, biotech, or public sector setting.
• Software Proficiency: Advanced skills in Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint).
• Document Acumen: Familiarity with grant tracking, or institutional compliance documentation is highly desirable.
• Core Competencies: Exceptional prioritization, problem-solving, and organizational skills with the ability to handle high-pressure deadlines independently.
• Discretion: Demonstrated ability to exercise sound independent judgment when handling sensitive and confidential information.
• Availability: Full availability to work on-site, Monday through Friday, 9:00 AM – 5:00 PM for the full assignment period.