Executive Assistant to the Scientific Director & CEO
New York Genome Center
Summary
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.
Job description
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.
- Coordinate 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.
- Spend 10% of time allocated for special projects and as need arises, as directed by the CEO.
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 Google Suite
- Demonstrated ability to anticipate needs and work independently with minimal supervision
- 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
Benefits
- Medical, Dental & Vision
- Vacation, Holidays, Sick Leave
- Paid Winter Break
- 401(k) Matching
- Life Insurance
- Flexible Spending Accounts
- Tuition Reimbursement
- Employee Assistance Program
Company overview
The New York Genome Center (NYGC) is an independent 501(c)(3) nonprofit academic research institution established in 2011 and located in New York City. As a multi-institutional collaborative hub, NYGC focuses on advancing genomic science and its application to drive novel biomedical discoveries. The center specializes in whole genome sequencing, genomic analysis, and the development of genomic tools, serving as a nexus for collaboration in genomic research for the New York community and beyond. NYGC's research areas include understanding the genetic basis of cancer, neurodegenerative diseases, and neuropsychiatric disorders, with recent expansion into COVID-19 genomics research. The facility features state-of-the-art sequencing capabilities with 30,000 square feet of lab space housing multiple Illumina sequencing machines capable of processing over 60 whole human genomes per day. With 20 member institutions including leading academic and medical centers, NYGC operates as a collaborative research center that combines computational biology, bioinformatics, and experimental genomics to advance precision medicine and translational research.