Executive Assistant to Biomedical Research Leaders

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

Benefits offered by this job

Medical/Dental/Vision

401(k) match

Tuition reimbursement

Job summary

New York Genome Center is hiring an Executive Assistant, Faculty to provide high-level administrative support to two research groups and their leaders. The role covers calendar management, meeting coordination, travel planning, expense processing, and document preparation in a scholarly biomedical environment.

The position supports lab operations, course calendars, and collaboration with NYGC-affiliated labs.

Qualifications

• 2+ years of administrative experience, including calendar maintenance.
• Strong writing and editing skills and excellent attention-to-detail.
• Excellent competence with computers and modern communication tools, such MS Office (Outlook, Word, Excel), Slack, Gemini/ChatGPT.
• 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; undergraduate degree preferred.

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, e.g.; proofreads, takes notes, coordinates with NYGC/Columbia/NYU staff, orders supplies, filing/scanning.

Tools

MS Office

Slack

Gemini/ChatGPT

Job description

New York Genome Center is hiring an Executive Assistant, Faculty to provide high-level administrative support to two research groups and their leaders. The role covers calendar management, meeting coordination, travel planning, expense processing, and document preparation in a scholarly biomedical environment.

The position supports lab operations, course calendars, and collaboration with NYGC-affiliated labs.