Executive Assistant, Faculty (Sanjana and Phatnani Labs)

New York Genome Center•New York, NY

8d•Onsite

About The Position

The Executive Assistant, Faculty provides primary administrative support to the Sanjana and Phatnani research groups and their leaders, supporting the work of biomedical academic research labs. The position manages complex calendars, meeting logistics, events, conferences, extensive travel arrangements, expense reimbursements, and group websites. It also supports teaching-related administration and performs a range of other administrative tasks, including document editing, meeting notes and follow-up, liaison work with students and administrators, ordering supplies, and record-keeping. The position is based onsite at the New York Genome Center. The role may occasionally provide backup administrative support to other NYGC faculty when priorities permit. The Sanjana Lab develops technologies to investigate how human genetic variants cause disease, using approaches including genome engineering, pooled genetic screens, molecular genomics, synthetic biology, and imaging. The Phatnani Lab uses integrated multi-omic approaches to study the molecular mechanisms of neurodegenerative diseases. Both groups bring together multidisciplinary scientists and are affiliated with academic departments at New York University and Columbia University, respectively. The New York Genome Center is an independent nonprofit academic research organization focused on advancing genomic research and developing approaches to diagnose and treat neurological diseases and cancer. The position is non-exempt under the FLSA and is not eligible for visa sponsorship or relocation assistance.

Requirements

At least 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, including Microsoft Office (Outlook, Word, and Excel), Slack, and Gemini/ChatGPT.
Exceptional time-management and organizational skills, including the ability to balance multiple competing priorities appropriately.
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.

Nice To Haves

Experience working in an academic, scientific, or nonprofit environment is preferred.
An undergraduate degree is preferred.

Responsibilities

Manage the complex calendars of group leaders, including scheduling meetings, conference calls, and interviews; responding to invitations; reserving locations; managing attendee lists; and resolving scheduling roadblocks using independent judgment and discretion.
Help group leaders prepare for meetings and manage their time effectively.
Coordinate events, meetings, and conferences, including audio/visual needs, catering, attendee confirmations, and location bookings.
Coordinate extensive travel arrangements and prepare itineraries and documents for domestic and international travel by group members and job candidates.
Prepare and process expense reimbursements and track outstanding expenses.
Maintain and update group websites as papers are published and grants are funded.
Support group leaders when teaching by organizing course calendars, arranging meetings with students, and maintaining course websites.
Proofread, review, and edit documents with close attention to detail.
Attend meetings, take notes, track action items, and follow up as appropriate.
Liaise with students and administrators at NYGC and other New York institutions, primarily Columbia University and NYU, to support tasks such as setting up new hires, securing space, and ordering computers and materials.
Order office supplies and perform filing, scanning, and record-keeping.
Occasionally provide backup administrative support to other NYGC faculty when other priorities permit.