Executive Assistant to Chair

NYU Grossman School of Medicine is one of the nation's top-ranked medical schools. For 175 years, NYU Grossman School of Medicine has trained thousands of physicians and scientists who have helped to shape the course of medical history and enrich the lives of countless people. An integral part of NYU Langone Health, the Grossman School of Medicine is committed to improving the human condition through medical education, scientific research, and direct patient care.

About the Role

We have an exciting opportunity to join our team as an Executive Assistant to Chair. In this role, the successful candidate is responsible for providing high-level complex daily administrative support for the Chair/Director with heavy scheduling and travel. The Executive Assistant monitors email, prioritizes actions, and serves as a liaison between the Chair/Director and the Executive Director, Vice Chair of Research, neuroscience faculty, and NYU Langone Health leadership.

The Executive Assistant also provides a wide variety of project and administrative support for assigned Neuroscience Institute (NI) labs, including onboarding lab personnel, tracking and communications related to NI facilities and operations, event planning, financial processing, and other administrative tasks. Works directly with scientists at all levels, the NI administrative team, and members of the larger NYULH community on various projects to support the research mission. Exercises independent judgment in resolving project and administrative concerns and operates with minimal supervision.

Responsibilities

Chair Support

• Complex Administrative Support: Coordinates administrative and personal support for the Chair/Director to ensure task completion; compiles, categorizes, calculates, audits, verifies, or processes information or data. Plans events and meetings, maintains calendars, reads and answers correspondence, interprets policies, develops documents, maintains records, and manages data entry.
• Decision Making and Problem Solving: Combines and evaluates information to make decisions, prioritize items, and solve problems. Resolves non-routine situations based on established policies and refers unresolved issues to appropriate parties. Represents and advises others discreetly on behalf of the Chair/Director.
• Scheduling/Coordinating: Makes travel arrangements for the Chair/Director; manages calendar; coordinates and sets up large and complex meetings, conferences, and programs. Makes complex scheduling arrangements involving multiple parties. Cancels meetings based on subject and attendee knowledge. Schedules appointments, meetings, and personal appearances. Organizes itineraries and processes expense reimbursements.
• Communications: Processes all outgoing communication in the form of email and letters. Recognizes and disseminates information to the right people. Provides consultation and advice on policy and technical topics. Prepares and proofreads memos, letters, and reports. Prepares correspondence independently and finalizes documents based on rough drafts, ensuring accuracy and adherence to format policies.

Administrative/Lab Support

• Provides a wide variety of administrative support tasks to assigned faculty, including:
  • Manages hiring and onboarding of lab personnel (postdoctoral fellows, technicians, volunteers) in conjunction with faculty, NI team members, and HR.
  • Communicates required courses and conducts fire and life safety walkthroughs for new hires.
  • Manages security access requests and ensures lab managers are equipped to handle administrative duties, providing temporary backup during vacations or transitions.
  • Reconciles credit card charges for lab orders, orders supplies, and sends FedEx packages.
  • Manages onboarding access to NYULH tools for lab staff.
  • Assists with research management documents such as contractual agreements, scheduling repairs, and purchasing paperwork.
  • Assists PIs with maintaining or updating CVs as requested.
• Creates reimbursement requests for faculty and lab members and communicates with Accounts Payable/Finance Help Desk for follow-up. Reconciles PI travel receipts and ensures compliance with NI, NYULH, and NIH guidelines.
• Maintains room reservations for lab meetings and coordinates guest speaker visits, including managing room reservations, travel, A/V, IT, advertising, catering, and reimbursements.
• Fields questions from PIs and lab members about NI and NYULH processes, directing them to appropriate resources when necessary.
• Takes initiative to innovate tools such as Q&As, fact sheets, or checklists to aid labs and colleagues in performing routine tasks more efficiently.
• Provides support to NI senior grants specialists for grant submissions and management.

Institute Administrative Support

• Assists with conference room scheduling, reception duties, ordering office supplies, receiving packages, and ordering catering for meetings.
• Participates in setup and breakdown of recurring events, special events, open houses, retreats, and symposia.

Reception/Public Contact

• Meets and greets guests, resolves non-routine situations based on established policies, and refers unresolved issues to appropriate parties. Follows up to ensure timely and satisfactory resolution.

• Participates in individual and team training, professional development, and supports special events.
• Fulfills shared NI event responsibilities with the administrative team on a rotating basis.
• Completes other job-related duties as assigned.

Requirements

• Bachelor’s Degree in a related field is required.
• Between 3 and 5 years of progressively responsible administrative experience or an equivalent combination of education and experience.
• Effective oral and written communication skills, including knowledge of grammar, spelling, and punctuation.
• Strong time management skills and ability to work well under pressure while maintaining a professional and positive attitude.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and familiarity with Internet applications.
• Excellent organizational skills with the ability to handle multiple projects simultaneously and prioritize effectively.
• Active listening, judgment, and decision-making skills.
• Ability to communicate effectively with all levels of the organization.

Benefits

NYU Grossman School of Medicine provides a comprehensive benefits and wellness package, including:

• Financial security benefits and a generous time-off program.
• Access to employee resource groups for peer support.
• Holistic employee wellness program focusing on physical, mental, nutritional, sleep, social, financial, and preventive care well-being.
• Extensive resources and services designed to enhance overall quality of life for employees and their families.

Pay

The salary range for this role is $70,481.60 - $90,000.00 annually. Actual salaries depend on factors such as experience, specialty, education, and hospital need. This range does not include bonuses, incentive pay, differential pay, or other forms of compensation or benefits.