Executive Assistant, Faculty (Satija and Knowles Labs)

New York Genome Center, Inc.; New York (NY); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical/Dental/Vision benefits

Generous vacation and paid time off

401(k) match

Flexible schedules

Employee tuition reimbursement

Job summary

The New York Genome Center, Inc. is looking for an experienced Administrative Assistant to manage complex calendars, coordinate travel, and provide administrative support. The ideal candidate will have over 5 years of experience and strong skills in MS Office and communication.

This full-time position is onsite in New York, offering a salary range of $70-80,000 per year and a comprehensive benefits package including medical coverage and generous time off.

Qualifications

• 5+ years of administrative experience, including calendar maintenance.
• Strong writing and editing skills with excellent attention-to-detail.
• Exceptional time-management and organizational skills.

Responsibilities

• Manage complex calendars for group leaders including scheduling meetings and conference calls.
• Coordinate extensive travel arrangements for group members and candidates.
• Prepare and process expense reimbursements and track outstanding expenses.

Skills

Calendar maintenance

Writing and editing skills

MS Office proficiency

Time-management

Verbal and written communication

Confidentiality

Education

Undergraduate degree

Tools

Slack

Job description

Responsibilities

• Manages complex calendars for group leaders. Includes scheduling meetings, conference calls, and interviews; responding to invitations; reserving locations; managing 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: organizes the course calendar, arranges meetings with students, maintains the course website.
• Attends meetings to take notes, track action items, and follow up accordingly.
• Liaises with students and administrators at NYGC and other New York 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 to other NYGC faculty on an occasional basis, as a backup for other administrative staff, if priorities permit.

Position Requirements

• 5+ years of administrative experience, including calendar maintenance.
• Strong writing and editing skills, excellent attention‑to‑detail.
• Excellent competence with computers and communication tools, e.g., 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 highest level of confidentiality and engender trust.
• Experience working in an academic, scientific or non‑profit environment preferred.
• 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; 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; willing to challenge 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.

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.

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.

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 – Non-Exempt

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