Executive Assistant, Faculty (Satija and Knowles Labs)

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 a large volume of varied tasks supporting research.

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:
• 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, NYU), for example to set up new hires, secure space, order computers and materials.
• Orders office supplies.
• Performs filing, scanning and record-keeping.
• Proofreads, reviews and edits documents as requested.
• Provides administrative support (if other priorities permit) to other NYGC faculty on an occasional basis, as a backup for other administrative staff.

Position Requirements

• 5+ years of administrative experience, including calendar maintenance;
• Strong writing and editing skills and excellent attention-to-detail;
• Excellent competence with computers and communication tools, such MS Office (Outlook, Word, Excel) and Slack;
• 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.

Competencies

• Technical and Professional Skills: Consistently demonstrates skills and knowledge relevant for current role; strives to expand the depth and breadth of technical and professional skills; works with a high level of integrity; exhibits focus and discipline; appropriately prioritizes, manages expectations and delivers on commitments.
• Collaborative & Communicative: Models collaboration and teamwork; brings out the best in others; effectively works with all levels, internally and externally; respects and embraces diversity of perspective; communicates clearly and listens carefully; uses good judgment as to what to communicate and when to do so.
• Adaptable & Innovative: Adaptable and embraces change; develops new insights and pursues improvements and efficiency; fosters exchange of new ideas and willing to challenge the status quo; takes initiative and is solution-oriented; engages in work with passion and curiosity.

Work Location

This position is based onsite at the New York Genome Center.

Salary & Benefits

The pay range for this position is $70-80,000 per year; the base pay offered may vary depending on job-related knowledge, skills, and experience. We are also open to adjusting the role to an entry-level position, with a revised salary range of $60$70,000 per year, depending on qualifications and experience.

In addition, NYGC offers a full range of medical, financial, and other benefits as well as generous time off. This includes Medical/Dental/Vision for employees & dependent(s); Vacation, Holidays, Sick, and Other Leave, including a paid winter break; a 401(k) match; Life Insurance; Flexible Spending Accounts; employee Tuition Reimbursement; flexible schedules and telework options for some positions; an Employee Assistance Program; and much more.