The Executive Assistant, Office of the Scientific Director and CEO, provides the primary source of administrative support for the Scientific Director and CEO of the New York Genome Center. This position will report to the Chief of Staff, Office of the President and COO, supporting the Scientific Director and CEO, and works as part of a close team with the President and COO and Project Associate. Around 20% of the role involves providing administrative support for external affairs at the NYGC and the Vice President of Development and Communications.
Responsibilities include (but are not limited to):
- Maintain the Scientific Director and CEO’s calendar, including scheduling meetings, responding to invitations and working through scheduling roadblocks using independent judgment and discretion wherever possible;
- Coordinate meetings, conference calls and events; reserve locations, send meeting invitations, manage attendee lists, coordinate audio/visual and assist with preparing agendas, including quarterly Board of Directors meetings and Board Committee meetings;
- Manage all incoming data (email, phone calls, mail, fax); manage and organize the flow of communication and keep track of required actions and due dates;
- Administrative duties such as drafting documents and letters, proofreading and running compare writes/redlines/track changes, filing/scanning, and record keeping;
- Arrange business travel and accommodations including scheduling complicated long-distance travel and getting the Scientific Director and CEO to and from meetings on a day-to-day basis;
- Manage the expense reporting process for the Scientific Director and CEO;
- Interface with leadership team and key internal and external stakeholders on projects, programs and initiatives;
- Serve as a liaison to the Scientific Director and CEO for internal faculty, scientists, and the Computational Biology, Software Engineering and Technology Innovation teams;
- Serve as liaison and provide administrative support for Associate and Affiliate Faculty members;
- Serve as a back-up for the Project Associate, as appropriate.
- Assist in scheduling and management of donor and prospect meetings for cultivation and gift requests;
- Support external affairs with human resources requirements (e.g. onboarding new hires in the group);
- Serve as liaison to faculty and scientists to help advance External Affairs activities.