Executive Assistant, Office of the Scientific Director & CEO

Organization
New York Genome Center
Job Location
101 Avenue of the Americas
New York, NY 10013
Job Description

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.
Requirements
  • 10+ years of experience supporting senior executives required;
  • Excellent interpersonal skills and demonstrated ability to interface with donors and Board members required;
  • Exceptional time management and organizational skills required, with the ability to appropriately balance multiple, competing priorities;
  • This individual will have the ability to anticipate needs and take action without requiring detailed direction in relation to routine responsibilities;
  • This individual will have the ability to work efficiently in a team environment in support of multiple functional areas of the business;
  • Excellent verbal and written communication skills required;
  • Ability to maintain the highest level of confidentiality and to engender trust required;
  • Proven proficiency with MS Office (Outlook, Word, Excel, PowerPoint) required;
  • Reliability, integrity, grace-under-pressure, and a sense of humor are all valued attributes;
  • Experience in a scientific or research setting and comfort with start-up environments a plus.
How to Apply
About Our Organization

The New York Genome Center (NYGC) is an independent, non-profit organization that leverages the collaborative resources of leading academic medical centers, research universities, and commercial organizations. Our vision is to transform medical research and clinical care in New York and beyond through the creation of one of the largest genomics facilities in North America, integrating sequencing, bioinformatics, and data management, as well as performing cutting-edge genomics research. 

The New York Genome Center is a VEVRAA Federal Contractor. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, national origin, age, disability, or protected veteran status. The New York Genome Center takes affirmative action in support of its policy to hire and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.

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