Executive Assistant to Scientific Leaders

New York Genome Center; Village of Hempstead (NY); Hybrid; USD 70,000 - 80,000; Full time

Job summary

The Executive Assistant, Faculty at New York Genome Center provides primary administrative support to two research groups and their leaders, handling calendars, meetings, travel, and logistics. Responsibilities include scheduling, coordinating events and conferences, managing travel itineraries, processing reimbursements, maintaining group websites, and supporting teaching activities for students.

The role requires strong writing, detail orientation, proficiency with MS Office, Slack, and modern

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; and, 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, such; Proofreads, reviews and edits documents with excellent attention to detail.
• 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 and NYU), for example to set up new hires, secure space, order computers and materials.
• Orders office supplies.
• Performs filing, scanning and record-keeping.
• Provides administrative support (if other priorities permit) to other NYGC faculty on an occasional basis, as a backup for other administrative staff.

Skills

Calendar management

Scheduling

Communication

Time management

Attention to detail

Confidentiality

MS Office

Slack

Gemini/ChatGPT

Travel planning

Education

Undergraduate degree preferred

Tools

MS Office

Slack

Gemini/ChatGPT

Job description

The Executive Assistant, Faculty at New York Genome Center provides primary administrative support to two research groups and their leaders, handling calendars, meetings, travel, and logistics. Responsibilities include scheduling, coordinating events and conferences, managing travel itineraries, processing reimbursements, maintaining group websites, and supporting teaching activities for students.

The role requires strong writing, detail orientation, proficiency with MS Office, Slack, and modern