Executive Assistant Coordinator

Job Title: Administrative Assistant / Faculty Support Coordinator

Location: Cold Spring Harbor, NY (100% On-Site)

Schedule: Monday – Friday, 9:00 AM – 5:00 PM

Position Type: Full-Time Temporary Contract (Coverage through early December)

Position Overview

Winston Staffing is seeking an experienced, proactive Administrative Assistant to provide high-level operational and executive-level faculty support for a prestigious research institution.

In this role, you will serve as the operational backbone for dedicated research faculty and their laboratory teams. You will manage complex schedules, coordinate seminar series and guest speaker travel, reconcile monthly corporate expenses, and assist with academic grant documentation tracking. The ideal candidate thrives in a fast-paced academic or research environment, works with high autonomy, and exercises impeccable discretion.

Key Responsibilities

• Calendar & Meeting Coordination: Manage complex daily schedules involving in-person and remote meetings across multiple platforms.
• Event & Travel Logistics: Organize seminar series and specialized scientific meetings, arrange domestic/international guest speaker travel, and process associated travel reimbursements.
• Financial & Expense Administration: Reconcile monthly corporate AMEX statements, track laboratory supply expenses, and assist with departmental budget oversight.
• Grant & Documentation Support: Track due dates for grant applications and progress reports; coordinate with administrative offices to collect required materials and submit through online portals. Maintain up-to-date records, CVs, and Other Support records for faculty.
• Laboratory Operational Support: Order office and laboratory supplies, track deliveries, and facilitate administrative onboarding and departure processes for lab personnel.
• Compliance & Records: Prepare and update regulatory compliance documentation and maintain confidential research files.

Qualifications & Requirements

• Education: Associate degree, Bachelor’s degree preferred.
• Experience: Minimum of 5 years of administrative support experience, ideally within an academic, healthcare, scientific research, biotech, or public sector setting.
• Software Proficiency: Advanced skills in Microsoft Office Suite (Outlook, Excel, Word, and PowerPoint).
• Document Acumen: Familiarity with grant tracking, or institutional compliance documentation is highly desirable.
• Core Competencies: Exceptional prioritization, problem-solving, and organizational skills with the ability to handle high-pressure deadlines independently.
• Discretion: Demonstrated ability to exercise sound independent judgment when handling sensitive and confidential information.
• Availability: Full availability to work on-site, Monday through Friday, 9:00 AM – 5:00 PM for the full assignment period.