Executive Assistant, Faculty (Satija and Knowles Labs)

New York Genome Center; New York (NY); On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Medical/Dental/Vision for employees & 

dependent(s) medical coverage

Vacation, Holidays, Sick, and Other LE

401(k) match

Life Insurance

Flexible Spending Accounts

Employee Tuition Reimbursement

Flexible schedules and telework forบาง

Employee Assistance Program

Paid winter break

Job summary

The New York Genome Center is seeking an experienced administrative professional to manage complex calendars for group leaders, schedule meetings, coordinate travel, and support day‑to‑day operations onsite at NYGC.

The role requires 5+ years of administrative experience, strong writing/editing skills, proficiency with MS Office and Slack, and a demonstrated ability to maintain confidentiality with independence and discretion.

Qualifications

• 5+ years of administrative experience, including calendar maintenance.
• Strong writing and editing skills and excellent attention‑to‑detail.
• Excellent competence with computers and communication tools, such as MS Office (Outlook, Word, Excel) and Slack.
• Exceptional time management and organizational skills, with the ability to balance multiple priorities.
• Ability to maintain confidentiality and to engender trust.
• Experience in an academic, scientific or non‑profit environment preferred; undergraduate degree preferred.

Responsibilities

• Manages complex calendars of group leaders.
• Schedules meetings, conference calls and interviews, responds to invitations, reserves locations, manages attendee lists.
• Works through scheduling roadblocks using independent judgment and discretion.
• Coordinates events, meetings and conferences, including A/V needs, catering, confirming attendees, booking locations.
• Coordinates extensive travel arrangements and prepares itineraries.
• Prepares and processes expense reimbursements.
• Maintains group websites as papers are published and grants funded.
• Supports group leaders when teaching; arranges course calendars and meetings with students.

Skills

Calendar management

Scheduling meetings

MS Office

Slack

Written & verbal communication

Discretion & confidentiality

Academic/non-profit experience

Education

Undergraduate degree preferred

Tools

MS Office Suite

Job description

Responsibilities

• Manages complex calendars of group leaders.
• Schedules meetings, conference calls and interviews, responds to invitations, reserves locations, manages attendee lists, etc.
• Works through scheduling roadblocks using independent judgment and discretion wherever possible.
• Ensures group leaders are prepared for meetings and assists them with best managing their time.
• Coordinates events, meetings and conferences, including A/V needs, catering, confirming attendees, booking locations, etc.
• Coordinates extensive travel arrangements. Prepares itineraries and documents to facilitate domestic and international travel by group members and job candidates.
• Prepares and processes expense reimbursements and tracks outstanding expenses.
• Maintains and updates group websites as papers are published and grants are funded.
• Supports group leaders when they are teaching, e.g. organizes the course calendar, arranges meetings with students, maintains the course website.
• Performs other administrative duties as requested, such as:
  • Attends meetings to take notes, tracking action items and following up accordingly.
  • Liaises with students and administrators at NYGC and other NY institutes (primarily Columbia University, NYU), for example to set up new hires, secure space, order computers and materials.
  • Orders office supplies.
  • Performs filing, scanning and record‑keeping.
  • Proofreads, reviews and edits documents as requested.
  • Provides administrative support (if other priorities permit) to other NYGC faculty on an occasional basis, as a backup for other administrative staff.

Position Requirements

• 5+ years of administrative experience, including calendar maintenance;
• Strong writing and editing skills and excellent attention‑to‑detail;
• Excellent competence with computers and communication tools, such as MS Office (Outlook, Word, Excel) and Slack;
• Exceptional time management and organizational skills, with the ability to appropriately balance multiple, competing priorities;
• Excellent verbal and written communication skills;
• Ability to anticipate needs and take action without requiring detailed direction in relation to routine responsibilities;
• Ability to maintain the highest level of confidentiality and to engender trust;
• Experience working in an academic, scientific or non‑profit environment preferred; and,
• Undergraduate degree preferred.

Competencies

• Technical and Professional Skills: Consistently demonstrates skills and knowledge relevant for current role; strives to expand the depth and breadth of technical and professional skills; works with a high level of integrity; exhibits focus and discipline; appropriately prioritizes, manages expectations and delivers on commitments.
• Collaborative & Communicative: Models collaboration and teamwork; brings out the best in others; effectively works with all levels, internally and externally; respects and embraces diversity of perspective; communicates clearly and listens carefully; uses good judgment as to what to communicate and when to do so.
• Adaptable & Innovative: Adaptable and embraces change; develops new insights and pursues improvements and efficiency; fosters exchange of new ideas and willing to challenge the status quo; takes initiative and is solution‑oriented; engages in work with passion and curiosity.

Work Location

This position is based onsite at the New York Genome Center.

Salary & Benefits

The pay range for this position is $70‑80,000 per year; the base pay offered may vary depending on job‑related knowledge, skills, and experience. We are also open to adjusting the role to an entry‑level position, with a revised salary range of $60‑70,000 per year, depending on qualifications and experience.

In addition, NYGC offers a full range of medical, financial, and other benefits as well as generous time off. This includes Medical/Dental/Vision for employees & dependent(s); Vacation, Holidays, Sick, and Other Leave, including a paid winter break; a 401(k) match; Life Insurance; Flexible Spending Accounts; employee Tuition Reimbursement; flexible schedules and telework options for some positions; an Employee Assistance Program; and much more.

About the Satija Lab

Primarily using single cell genomics, the Satija Lab focuses on understanding the causes and consequences of cellular heterogeneity in a wide variety of biological systems, with a particular focus on immune regulation and developmental processes. They develop novel computational and experimental methods leveraging advances in microfluidics, high‑throughput automation, statistics, and machine learning.

About the Knowles Lab

The newly established Knowles Lab aims to understand the role of transcriptomic dysregulation across the spectrum from rare to common genetic disease, particularly in the neurological context. This involves better characterization of the genetic and environmental factors contributing to mRNA expression and splicing variation. Projects will involve single cell genomics, CRISPR/Cas genetic screens and long‑read transcriptomics.

About the New York Genome Center

The New York Genome Center (NYGC) is an independent, nonprofit, academic research organization dedicated to advancing genomic research. NYGC scientists and staff are furthering new approaches to diagnosing and treating neurological diseases and cancer through their unique capabilities in whole genome sequencing, RNA sequencing, state‑of‑the‑art analytics, and the development of genomic tools. NYGC concentrates specifically on disease‑based research in the following areas: neuropsychiatric disease (autism, schizophrenia, bipolar); neurodegenerative disease (ALS, Alzheimer's, Parkinson's, Huntington's), and cancer.

Located in Lower Manhattan, the New York Genome Center was founded by and remains closely affiliated with the leading academic medical centers and research universities in the New York region, engaging in research projects with and for these institutions. Essential to our collaborative work is an outstanding faculty, whose members typically hold a joint appointment at NYGC and a partner university. They support our scientific mission by conducting independent research in areas of mutual interest to us and the wider scientific community.

Equal Opportunity

We are committed to fostering a workplace environment that is welcoming and fair to all, ensuring that every employee has the opportunity to thrive. We believe that bringing together individuals with diverse backgrounds, experiences, and perspectives leads to greater collaboration, innovation, and discovery. Valuing and supporting each employee in reaching their full potential strengthens our organization and enhances our collective success. We recognize that creating an environment where all employees feel valued and included requires sustained effort and dedication from the entire organization.

The New York Genome Center is a VEVRAA Federal Contractor. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, creed, color, gender, religion, national origin, sexual orientation, age, disability, genetic predisposition or carrier status, protected veteran or military status, domestic violence victim status, partnership status, caregiver status, alienage or citizenship status, marital status, or any other characteristic protected by applicable law. NYGC takes affirmative action in support of its policy to hire and advance in employment individuals who are protected veterans and individuals with disabilities.

FLSA Status

This position is not eligible for visa sponsorship or relocation assistance.