Executive Assistant (Biohub New York)

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