Executive Assistant to Biomedical Research Leaders

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

Job summary

New York Genome Center is seeking an Executive Assistant, Faculty to provide primary administrative support for two research groups and their leaders. The role includes managing calendars, scheduling meetings, arranging travel, and coordinating events to enable research progress.

You will handle expense reports, maintain group websites, and assist with teaching activities, requiring discretion, strong writing, and meticulous attention to detail.

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, e.g. MS Office (Outlook, Word, Excel), Slack, Gemini/ChatGPT.
• Exceptional time management and organizational skills, with the ability to balance multiple priorities.
• Excellent verbal and written communication skills.
• Ability to anticipate needs and take action without detailed direction for routine responsibilities.
• Ability to maintain the highest level of confidentiality and engender trust.
• Experience in academic 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.
• Ensures group leaders are prepared for meetings and assists them with time management.
• Coordinates events, meetings and conferences, including A/V needs, catering, confirming attendees, booking locations.
• Coordinates extensive travel arrangements and prepares itineraries for domestic and international travel.
• Prepares and processes expense reimbursements and tracks expenses.
• Maintains and updates group websites as papers are published and grants are funded.
• Supports group leaders in teaching by organizing course calendars and arranging meetings with students.

Skills

Calendar maintenance

Writing and editing

MS Office

Slack

Gemini/ChatGPT

Time management

Communication skills

Confidentiality

Education

Undergraduate degree preferred

Job description

New York Genome Center is seeking an Executive Assistant, Faculty to provide primary administrative support for two research groups and their leaders. The role includes managing calendars, scheduling meetings, arranging travel, and coordinating events to enable research progress.

You will handle expense reports, maintain group websites, and assist with teaching activities, requiring discretion, strong writing, and meticulous attention to detail.