Executive Assistant, Faculty

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.

Position 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;

Experience working in an academic, scientific or non-profit environment preferred; and, undergraduate degree preferred.