Executive Assistant

InVitro Cell Research (ICR) is hiring an Executive Assistant with extensive experience in expertise in all aspects of administration. The Executive Assistant will provide high-level administrative support to the Executive Director, ensuring the efficient operation of the executive office. This role requires a proactive, organized, and detail-oriented individual who can manage multiple priorities and deliver results in a complex environment.

Candidates within the Greater New York City Metro area are preferred. Ideal candidates will be able to work up to 20 to 30 hours per week.

Key responsibilities

Schedule Management:

• Actively manage and maintain the Executive Director's calendar, including scheduling meetings, appointments, tasks, and travel arrangements.
• Ensure the Executive Director is informed of and prepared for upcoming commitments and responsibilities.

Financial Management:

• Facilitate the submission and processing of expense reports and reimbursements.
• Track and manage budgets for travel and other departmental expenses.

Procurement and Facility Management:

• Purchase office supplies and equipment for the facility, ensuring all items are procured promptly and cost-effectively.
• Oversee the management of facility services, including maintenance, repairs, and vendor relationships.

Meeting Representation:

• Represent the Executive Director at minor meetings, taking notes and reporting back with relevant information and action items.
• Act as a liaison between the Executive Director and internal/external stakeholders, ensuring clear and effective communication.

Vendor, research subject, and Collaborator Relations:

• Work closely with vendors, collaborators, research subjects, and the board to facilitate communications and ensure smooth operations.
• Handle inquiries and follow-up actions from vendors, research subjects, and collaborators in a timely and professional manner.

Project Management:

• Assist in planning, coordinating, and executing projects as directed by the Executive Director.
• Monitor project timelines, milestones, and deliverables, ensuring projects are completed on time and within scope.

Travel Arrangements:

• Coordinate all aspects of travel, including booking flights, accommodations, and transportation.
• Prepare detailed travel itineraries and ensure all travel arrangements are cost-effective and align with company policies.

Please apply if you have:

• Bachelor's degree in Business Administration, Management, or a related field preferred.
• Minimum of 3-5 years of experience in an executive assistant role or similar capacity.
• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• High level of discretion and professionalism in handling confidential information.
• Ability to work independently and as part of a team.

Ideally, you'll also:

• Experience in managing schedules and travel for senior managers or executives.
• Familiarity with financial processes, including expense reports and budget tracking.
• Strong problem-solving skills and attention to detail.
• Ability to build and maintain effective working relationships with internal and external stakeholders.

Position title and compensation are commensurate with experience. Hourly rates will be discussed during the interview process. This list of responsibilities is not exhaustive.