Administrative Assistant | Laboratory of Virology and Infectious Disease

Rockefeller University • New York, NY

4h • $55,000 - $65,000

About The Position

To provide comprehensive executive and operational support that ensures the seamless functioning of the Principal Investigator’s schedule and the efficient daily maintenance of the Rice Lab’s resources and communications.

Requirements

• Bachelor’s degree required
• Proficiency with standard office computer applications, including Microsoft Office and digital scheduling tools, is required
• The candidate must be able to manage multiple tasks, communicate effectively, and work both independently and collaboratively

Nice To Haves

• A minimum of 3–5 years of administrative experience in an academic, research, or comparable professional environment
• The ideal candidate will possess exceptional organizational and multitasking skills, with demonstrated experience supporting administrative operations in an academic or laboratory research environment
• Strong attention to detail and the ability to prioritize time-sensitive requests—such as managing calendars, scheduling meetings, coordinating meetings, and assisting with domestic and international travel—are highly desirable
• Experience supporting seminars, courses, or other academic or scientific events is preferred.
• Familiarity with procurement processes, purchase order tracking, inventory monitoring, and routine facilities coordination is a plus, but not required
• The successful candidate will remain effective amid shifting priorities and unexpected challenges, demonstrate a proactive and professional communication style, and be able to anticipate the needs of the Head of Laboratory while administratively supporting a dynamic research team in a fast paced academic environment

Responsibilities

• Coordinating logistics for the Head of Laboratory by managing calendar, scheduling meetings, and assisting with domestic/international travel. Coordinates SNF young investigators seminars, lab sponsored seminars, and the bi-annual Rockefeller Virology Course
• Facilitating internal and external lab communications by managing the main office line, acting as the primary point of contact for visitors
• Administering general operations and procurement by monitoring common inventory, researching Purchase Order (PO) statuses, and ordering essential office and kitchen supplies
• Regulating the laboratory environment by sending 30-minute meeting reminders, maintaining organizational systems for supplies, and overseeing the weekly "Kitchen Duty" and "Rice Lab" communication schedules.
• Maintain facility standards by performing daily inspections and physical restocking of supplies in common areas, including the kitchen and office stationery storage
• Perform related duties & responsibilities as assigned/requested

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level