Executive Assistant, Faculty (Sanjana and Phatnani Labs)

New York Genome Center•New York, NY

1d•Onsite

About The Position

The Executive Assistant, Faculty serves as the primary source of administrative support for two research groups and their leaders and will be responsible for varied tasks supporting biomedical academic research labs. Responsibilities include, but are not limited to: 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 as; 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.

Requirements

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

Nice To Haves

Experience working in an academic, scientific or non-profit environment preferred
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.
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.