Executive Assistant to Chair

NYU Langone Health • New York, NY

5d • $70,482 - $90,000 • Onsite

About The Position

NYU Grossman School of Medicine is a top-ranked medical school with a 175-year history of training physicians and scientists. As part of NYU Langone Health, the school is dedicated to improving the human condition through education, research, and patient care. NYU Langone Health values equity and inclusion, striving to be a place where diverse talent can thrive.

This position provides high-level administrative support to the Chair/Director, managing complex scheduling, travel, and email prioritization. The Executive Assistant acts as a liaison between the Chair/Director and key personnel within the Neuroscience Institute (NI) and NYU Langone Health leadership. Responsibilities also include project and administrative support for NI labs, such as onboarding personnel, managing facilities and operations, event planning, financial processing, and other administrative tasks. The role requires independent judgment, minimal supervision, and collaboration with various stakeholders to support the research mission.

Requirements

• Bachelor's Degree in a related field.
• 3 to 5 years of progressively responsible administrative experience or an equivalent combination of education and experience.
• Effective oral and written communication skills, including knowledge of grammar, spelling, and punctuation.
• Tact, diplomacy, and interpersonal skills.
• Time management skills and ability to work well under pressure.
• Maintain a professional and positive attitude while effectively meeting deadlines.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Familiarity with Internet applications.
• Good organizational skills with the ability to handle a variety of projects simultaneously and prioritize effectively.
• Attention to detail.
• Active listening, judgment, and decision-making skills.
• Ability to effectively communicate with all levels of the organization.

Responsibilities

• Provide complex administrative and personal support for the Chair/Director, ensuring efficient task completion.
• Compile, categorize, audit, and process information and data.
• Plan events and meetings, manage the Chair/Director's calendar, and handle correspondence.
• Interpret administrative policies and procedures for employees.
• Develop documents for presentations and meetings, maintain records, and manage data entry.
• Evaluate information and data to make decisions, prioritize tasks, and solve problems.
• Resolve non-routine situations based on established policies and procedures.
• Represent and advise others on behalf of the Chair/Director.
• Make travel arrangements for the Chair/Director.
• Supervise, coordinate, and set up large and complex meetings, conferences, and programs.
• Cancel meetings based on knowledge of the subject and attendees.
• Schedule appointments, meetings, personal appearances, and speeches for the Chair/Director.
• Organize itineraries as needed.
• Process and follow up on expense reimbursements.
• Process all outgoing communication, including email and letters.
• Identify and disseminate information to the appropriate individuals.
• Provide information, consultation, and advice on policy and technical matters.
• Prepare and proofread memos, letters, and reports.
• Prepare correspondence and documents independently and finalize drafts.
• Communicate with individuals inside and outside the organization on behalf of the Chair/Director.
• Ensure adherence to company format policies for external communications.
• Manage the hiring and onboarding of lab personnel (postdoctoral fellows, technicians, volunteers).
• Communicate required courses and conduct fire and life safety walkthroughs.
• Manage security access requests.
• Ensure lab managers are equipped for their duties and provide backup support.
• Reconcile credit card charges for lab orders and order supplies for the lab.
• Send out FedEx packages.
• Assist with completion of documents related to research management, such as contractual agreements.
• Schedule repairs or calibration and handle purchasing paperwork.
• Assist PIs with maintaining or updating CVs.
• Create reimbursement requests for faculty and lab members and follow up with Accounts Payable/Finance.
• Reconcile credit card for PI travel receipts.
• Ensure compliance with NI, NYULH, and NIH guidelines.
• Maintain room reservations for lab meetings.
• Coordinate visits of guest speakers and manage special event planning.
• Field questions from PIs and lab members about NI and NYULH processes.
• Innovate tools such as Q&As, fact sheets, or checklists to aid labs and colleagues.
• Use and maintain electronic records of work.
• Provide support to NI senior grants specialists for grant submissions and management.
• Assist with conference room scheduling and other reception duties.
• Order office supplies, receive packages, and order catering for meetings.
• Participate in set up and breakdown of recurring events, special events, open houses, retreats, and symposia.
• Meet and greet guests and resolve non-routine situations.
• Respond in a helpful, service-oriented manner.
• Participate in individual and team training and professional development.
• Fulfill shared NI event responsibilities with the administrative team.
• Complete other job-related duties as assigned.
• Demonstrate knowledge of the organization's Core Values and Behavioral Competencies and incorporate them into job performance.
• Perform other duties as assigned.

Benefits

• Financial security benefits
• Generous time-off program
• Employee resource groups for peer support
• Holistic employee wellness program focusing on physical, mental, nutritional, sleep, social, financial, and preventive care.

What This Job Offers

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