Executive Assistant to the Scientific Director & CEO

Job Description

The Executive Assistant to the Scientific Director & CEO serves as a trusted day-to-day partner to the Scientific Director & CEO, helping maximize executive effectiveness through exceptional organization, communication, anticipation, and operational support.

Reporting to the Chief of Staff and working in close collaboration with the Scientific Director & CEO and senior leadership team, this individual helps ensure the smooth operation of the Office of the Scientific Director & CEO by proactively managing priorities, facilitating communication, coordinating complex activities, and anticipating needs before they arise.

The successful candidate will be highly organized, proactive, discreet, and emotionally intelligent. They will thrive in a fast-paced environment, communicate effectively with individuals at all levels of the organization, and enjoy working behind the scenes to help others succeed.

Responsibilities include, but are not limited to:

Executive Partnership and Office Management

• Develop and maintain a close day-to-day working partnership with the Scientific Director & CEO.
• Proactively anticipate scheduling, communication, and operational needs.
• Help prioritize competing demands and optimize the Scientific Director & CEO's time and attention.
• Monitor commitments and action items, ensuring appropriate follow-up and timely completion.
• Identify issues requiring executive attention and help ensure they are addressed appropriately.
• Work closely with the Chief of Staff to coordinate priorities and support the effective operation of the Office of the Scientific Director & CEO.

Calendar and Meeting Management

• Manage and coordinate the Scientific Director & CEO's multiple complex calendars across NYGC and other institutions where he holds joint appointments, resolving conflicts and ensuring alignment across institutional commitments.
• Schedule meetings, events, conference calls, interviews, and special activities.
• Coordinate Board of Directors meetings, Executive Committee meetings, Scientific Advisory Board Meetings, Board Committee meetings, Audit Committee meetings, and other governance activities.
• Prepare agendas and meeting materials.
• Work through scheduling conflicts independently and creatively.
• Ensure the Scientific Director & CEO is well prepared for meetings and events.
• Take meeting notes as appropriate, track action items, and monitor follow-up.

Communications and Executive Support

• Manage the flow of information to and from the Office of the Scientific Director & CEO.
• Maintain executive inboxes and ensure timely responses and follow-up.
• Draft routine correspondence, presentations, talking points, reports, and other materials.
• Proofread and edit documents for accuracy and consistency.
• Prepare background materials and briefing documents for meetings and external engagements.
• Serve as a liaison with NYGC faculty, leadership, staff, Board members, partner institutions, donors, and external stakeholders.
• Exercise sound judgment regarding confidentiality and sensitive information.

Travel and Event Coordination

• Coordinate complex domestic and international travel arrangements.
• Prepare itineraries and supporting documentation.
• Coordinates meetings, conferences and events, including logistics, A/V needs, catering, and attendee management.
• Support candidate visits and institutional events.
• Prepare and process expense reimbursements and track outstanding expenses.

Administrative Operations

• Maintain organized records and files for the Office of the Scientific Director & CEO.
• Coordinate routine office operations and administrative workflows.
• Order office supplies and maintain necessary administrative systems.
• Provide occasional backup support to other executive administrative staff as appropriate.
• Identify opportunities to improve processes and increase the efficiency of the Office of the Scientific Director & CEO.

In addition, this individual will spend 10% of their time allocated for special projects and as need arises, as directed by the CEO.

Position Requirements

• Bachelor's degree required;
• Minimum of five years of experience supporting senior executives in academic medicine, biomedical research, healthcare, nonprofit, or similarly complex organizations;
• 2+ years of project management in a scientific setting required;
• Exceptional organizational and time management skills;
• Excellent communication skills and demonstrated writing skills;
• Exceptional interpersonal skills with a demonstrated ability to build relationships at all levels;
• Strong organizational and time management skills, with an emphasis on attention to detail and the ability to appropriately balance competing priorities;
• Ability to maintain the highest level of confidentiality and to engender trust;
• Proven proficiency with MS Office (Outlook, Word, Excel, PowerPoint) and/or GoogleSuite;
• Demonstrated ability to anticipate needs and work independently with minimal supervision;
• Exceptional interpersonal skills with ability to build relationships across all levels of an organization;
• Demonstrated ability to manage multiple competing priorities while maintaining accuracy and professionalism;
• Highest standards of integrity, discretion, and confidentiality;
• A proactive, solution-oriented mindset with excellent judgment;
• Experience working in an academic, scientific or non-profit environment is strongly 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 requires full time on-site presence at the New York Genome Center daily from Monday to -Friday.

Salary & Benefits

The pay range for this position is $110-140,000 per year; the base pay offered may vary depending on job-related knowledge, skills, 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.

FLSA Status - Non-Exempt

This position is not eligible for visa sponsorship or relocation assistance.