Executive Assistant, Faculty (Sanjana and Phatnani Labs)

New York Genome Center•New York, NY

9d•$70,000 - $80,000•Onsite

About The Position

The Executive Assistant, Faculty provides primary administrative support to the leaders of the Sanjana and Phatnani research groups and assists with varied administrative tasks supporting biomedical academic research labs. The role is based onsite at the New York Genome Center (NYGC), an independent nonprofit academic research organization in Lower Manhattan. The assistant manages complex calendars, arranges meetings and events, coordinates domestic and international travel, processes expense reimbursements, maintains group and course websites, and supports group leaders with teaching-related administration. Other duties include proofreading and editing documents, taking meeting notes and following up on action items, liaising with students and administrators at NYGC and partner institutions, ordering supplies, maintaining records, and occasionally providing backup administrative support to other NYGC faculty. The Sanjana Lab develops technologies to study how human genetic variants cause disease, using approaches including genome engineering, genetic screens, molecular genomics, synthetic biology, and imaging. The Phatnani Lab uses integrated multi-omic approaches to investigate the mechanisms underlying neurodegenerative diseases. Both labs bring together multidisciplinary research teams and are affiliated with academic departments at NYU and Columbia University, respectively. The position offers an annual pay range of $70,000–$80,000. NYGC offers medical, dental, and vision coverage; vacation, holidays, sick and other leave, including a paid winter break; a 401(k) match; life insurance; flexible spending accounts; tuition reimbursement; flexible schedules and telework options for some positions; and an Employee Assistance Program. The position is non-exempt 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, such as MS 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 in an academic, scientific, or nonprofit environment is preferred.
An undergraduate degree is preferred.

Responsibilities

Manage the complex calendars of the group leaders.
Schedule meetings, conference calls, and interviews; respond to invitations; reserve locations; and manage attendee lists.
Resolve scheduling roadblocks using independent judgment and discretion where possible.
Ensure group leaders are prepared for meetings and help them manage their time effectively.
Coordinate events, meetings, and conferences, including audiovisual needs, catering, attendee confirmations, and location bookings.
Coordinate extensive domestic and international travel arrangements and prepare itineraries and travel documents for 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' teaching by organizing course calendars, arranging meetings with students, and maintaining course websites.
Proofread, review, and edit documents with 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 activities such as onboarding hires, securing space, and ordering computers and materials.
Order office supplies.
Perform filing, scanning, and record-keeping.
Occasionally provide backup administrative support to other NYGC faculty when other priorities permit.