Executive Assistant to Chair, Oncology & Pathogenesis

Jobtailor; New York (NY); On-site; USD 65,000 - 95,000; Full time

Job summary

Jobtailor is seeking an experienced senior administrative professional to support a busy academic lab in New York. You will liaise with investigators, lab staff, and external partners, ensuring smooth operations and compliant processes.

You will coordinate meetings, onboarding, travel, grant submissions, and calendar management for the Chair, and contribute to efficient administrative workflows across departments.

Qualifications

• Proven experience in a high-level administrative or executive assistant role.
• Exceptional organizational, communication, and problem-solving skills.
• Ability to manage sensitive information with discretion.
• Proficiency in Microsoft Office Suite, technically and AI savvy, and other relevant software tools.
• Experience in academic or healthcare settings is a plus.

Responsibilities

• Ensure smooth communication between investigators, lab members, institutional contacts, and external contacts.
• Collaborate closely with the Lab Manager to support efficient and compliant lab operations.
• Coordinate lab meetings, seminars, and events, and facilitate onboarding and orientation for new lab personnel.
• Work with laboratory members on IACUC protocol submissions and amendments.
• Oversee the purchase of capital equipment and maintain inventory, service, and maintenance records.
• Coordinate and manage the Chair's calendar, program meetings and calls.
• Prepare agendas, meeting materials; ensure the Chair is well-prepared for all engagements.
• Coordinate international and domestic travel and multi-city trip and speaking engagements.
• Manage office supplies and inventory, equipment, and software.
• Assist in drafting letters of support, and presentations; support grant submissions and compile/submit documentation for regulatory and licensing agencies.
• Collaborate with the Program Administrator and Office of Scientific Staff Affairs in coordinating appointments, reappointments, and promotions.
• Support programmatic recruitment efforts, and candidate coordination.
• Collaborate with relevant departments to establish streamlined workflows, maintain compliance with institutional guidelines, and provide administrative support for trainees.
• Work collaboratively with the Chair and Program Administrator on programmatic initiatives and departmental projects as needed.

Skills

Executive support

Organizational skills

Communication skills

Discretion

Microsoft Office

AI savvy

Tools

Microsoft Office Suite

AI tools

Scheduling software

Job description

Jobtailor is seeking an experienced senior administrative professional to support a busy academic lab in New York. You will liaise with investigators, lab staff, and external partners, ensuring smooth operations and compliant processes.

You will coordinate meetings, onboarding, travel, grant submissions, and calendar management for the Chair, and contribute to efficient administrative workflows across departments.