Executive Assistant (Biohub New York) at Chan Zuckerberg Biohub

, , -

Full Time

Start Date

Immediate

Expiry Date

30 Dec, 25

Salary

115000.0

Posted On

01 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Organizational Skills, Interpersonal Skills, Communication Skills, Project Management, Calendar Management, Travel Coordination, Expense Reporting, Office Management, Document Preparation, Judgment, Discretion, Google Applications, MS Office, Collaboration, Flexibility

Industry

Description

The Team The Chan Zuckerberg Biohub New York (CZ Biohub NY) (https://www.czbiohub.org/ny/) is an independent nonprofit research institute that brings together three powerhouse universities - Columbia University, The Rockefeller University, and Yale University - into a single collaborative technology and discovery engine. CZ Biohub NY itself supports some of the brightest, boldest engineers, data scientists, and biomedical researchers to investigate the fundamental mechanisms underlying disease and develop new technologies that will lead to actionable diagnostics and effective therapies. We are guided by our values of scholarly excellence; disruptive innovation; hands-on engineering/hacking/building; partnership and collaboration; open communication and respect; inclusiveness; and opportunity for all. Our Vision We pursue large scientific challenges that cannot be pursued in conventional environments We enable individual investigators to pursue their riskiest and most innovative ideas The technologies developed at CZ Biohub facilitate research by scientists and clinicians at our home institutions and beyond Diversity of thought, ideas, and perspectives are at the heart of CZ Biohub Network and enable disruptive innovation and scholarly excellence. We are committed to cultivating an organization where all colleagues feel inspired and know their work makes an important contribution. The Opportunity The Biohub is currently recruiting for an Executive Assistant. This position will provide complex executive level support to the Vice President, Operations and Vice President, Organizational Growth & Strategy of the NY Biohub. This includes anticipating needs, providing complex administrative support with discretion and independent judgment, managing rapidly evolving projects and initiatives, effectively interacting with high level contacts, and making appropriate assessments on behalf of the executives they support. The ideal candidate will be highly organized, independent, proactive and have strong interpersonal skills. What You'll Do Provide high level and comprehensive administrative support to the VP, Operations and VP, Organizational Growth & Strategy, including complex calendaring and detailed travel plans and agendas Set up and process requests for meetings of varying degree of complexity, while protecting the VPs’ time, exerting sound judgment in prioritizing events and consideration of all logistics needed for each request (rooms or locations, video, time zone considerations, etc) Prioritize and follow up on any time- or document-related requests Point of Contact for additional external and internal requests related to the VPs’ duties, such assisting with CZ Biohub Board meeting preparation, managing CZ contacts and lists, working with other CZ EAs, Investigators’ assistants, vendors, outside counsel, etc. Coordinate meetings, documents and other aspects as needed across multiple teams Coordinate schedules and logistics for visiting guests Prepare and file expense reports & invoices Work autonomously to manage quickly changing priorities and keep everything running smoothly and effectively Assist with document preparation and putting corporate documents on the cloud (Box) Assist with project tracking and project status updates as needed Support the Operations and Events team as needed Assist with office management duties including, but not limited to ordering office supplies, coordinating catering, and receptionist duties, etc. as needed Support contract processing - DocuSign execution and filing in contract database, as appropriate What You'll Bring Essential – Minimum of 4 years of executive level administrative experience Independent self-starter, with the ability to effectively work collaboratively across disciplines is essential High integrity and highly aligned with the mission and CZ Biohub values Ability to perform efficiently as a part of a large team Outstanding interpersonal and communication skills, both verbal and written Flexibility and ability to thrive in an unstructured and rapidly changing environment and work independently Ability to manage and meet deadlines on multiple priorities and requests concurrently Ability to demonstrate good judgment and discretion Excellent verbal and written communication skills Proficiency in Google and MS Office applications, primarily Gmail, Sheets/Excel, and Docs/Word Nice to have – Bachelor's degree Compensation The New York City, NY base pay range for a new hire in this role is $92,000 - $115,000. New hires are typically hired into the lower portion of the range, enabling employee growth in the range over time. Actual placement in range is based on job-related skills and experience, as evaluated throughout the interview process. Benefits for the Whole You We’re thankful to have an incredible team behind our work. To honor their commitment, we offer a wide range of benefits to support the people who make all we do possible. Provides a generous employer match on employee 401(k) contributions to support planning for the future. Paid time off to volunteer at an organization of your choice. Funding for select family-forming benefits. Relocation support for employees who need assistance moving If you’re interested in a role but your previous experience doesn’t perfectly align with each qualification in the job description, we still encourage you to apply as you may be the perfect fit for this or another role. #LI-Onsite

Responsibilities

Provide high-level administrative support to the Vice Presidents, including managing complex calendars and travel plans. Act as a point of contact for internal and external requests, coordinating meetings and logistics across multiple teams.