Assistant to the VP, Chief Facilities Officer

Cold Spring Harbor Laboratory is hiring an Assistant to the Vice President & Chief Facilities Officer to provide high-level executive administrative support to the Vice President and Chief Facilities Officer and serve as a key administrative partner to the Facilities Department. This role is responsible for ensuring the smooth and efficient operation of executive activities, departmental communications, and administrative processes.

In addition to executive support, the position provides functional coordination and oversight of the Facilities Service Coordinator (Call Center / Front Desk), ensuring consistent service delivery, effective work order intake, timely customer response, and alignment with departmental priorities.

Acting as a trusted liaison, the Assistant works closely with Facilities leadership, internal departments, and external stakeholders, exercising sound judgment, discretion, and independent decision-making on matters of importance. This role operates with a high degree of autonomy and supports management-level administrative functions, distinguishing it from routine clerical or transactional support.

• Provide comprehensive executive-level administrative support to the VP/Chief Facilities Officer, including complex calendar management, meeting coordination, correspondence, and confidential document handling.
• Serve as the primary point of contact for the VP/CFO's office, independently responding to inquiries and resolving issues within established authority.
• Prepare agendas, briefing materials, presentations, reports, and post-meeting documentation for executive leadership, Board committees, and senior management.
• Oversee and direct logistical planning and coordination for meetings and events, including space planning, catering, audiovisual, and technology support.
• Track decisions, action items, and follow-ups from executive and departmental meetings to ensure timely execution and accountability.
• Provide centralized administrative coordination across the Facilities Department, ensuring consistent processes, communication flow, and alignment with leadership priorities.
• Support departmental initiatives, audits, special projects, and reporting efforts as assigned by the VP/CFO.
• Maintain working knowledge of Facilities systems, including work order management, project tracking, payroll, and financial platforms, to support operational and reporting needs.
• Assist in the preparation of executive summaries, dashboards, and institutional reports for senior leadership and external stakeholders.
• Provide day-to-day functional oversight of the Facilities Service Coordinator to ensure effective operation of the Facilities Call Center and front desk.
• Oversee service intake, prioritization, routing, and escalation to ensure compliance with Facilities service standards and leadership priorities.
• Establish and reinforce service standards, workflows, and administrative priorities consistent with Facilities leadership expectations.
• Act as the escalation point for customer service issues, unresolved service requests, and cross-departmental coordination matters.

• Provide functional direction, training guidance, and evaluative feedback on performance of the Facilities Service Coordinator in coordination with Facilities management.
• Oversee administrative controls and compliance related to parking permits, keys, and access credentials in accordance with institutional policies.
• Serve as liaison between the VP/CFO and internal departments, including Security, Environmental Health & Safety, Housing, Business Operations, and Shuttle Services.
• Interface professionally with external stakeholders, including trustees, consultants, vendors, partners, and visitors.
• Support departmental communications related to Facilities operations, service disruptions, emergency coordination, and special initiatives.

EDUCATION:

• Associate degree required
• Bachelor's degree preferred in Business Administration, Management, Public Administration, Organizational Leadership, Communications, or a related field.
• Equivalent combination of education and progressively responsible experience will be considered.

EXPERIENCE:

• Minimum 7-10 years of progressively responsible administrative experience, including executive-level support

OTHER:

• Experience in facilities, operations, higher education, research, healthcare, or complex institutional environments strongly preferred
• Exceptional organizational, time management, and prioritization skills
• Ability to exercise discretion and independent judgment with sensitive and confidential information
• Strong written, verbal, and interpersonal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Proficiency in Microsoft Office Suite, Outlook, and administrative systems
• Working knowledge of work order management, payroll, and financial systems (e.g., GoFMX, Kronos, Lawson, Procore) preferred.

How to Apply:
Please submit an online application here:

Assistant to the VP, Chief Facilities Officer | Job Details tab | Career Pages

Position ID: 01961

Environment
Cold Spring Harbor Laboratory is a world-renowned biomedical research institution in New York. It has shaped contemporary biomedical research and is the home of eight Nobel Prize laureates. Cold Spring Harbor Laboratory provides a highly dynamic and interactive research environment and also a unique opportunity of timely exposure to advances in various biomedical research fields and of interaction with a broad range of researchers from all over the world through its renowned Meetings and Courses program. We believe that science is for everyone and our researchers have a wide variety of backgrounds.

Compensation and Benefits
Our employees are compensated in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our CSHL Benefits sites to learn more. The salary range for this role is $75,600- $94,000. The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining a base salary and/or rate, several factors may be considered as applicable (e.g., years of relevant experience, education, credentials, and internal equity).

CSHL is an EO Employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status. VEVRAA Federal Contractor