Administrative Assistant II, JMCRS
About The Position
The Administrative Assistant II, JMCRS supports senior leaders of Animal Operations and Administration in Ellsworth at the site level and serves as a trusted point of contact for the site management team. This visible, collaborative role requires professionalism, discretion, strong time-management and interpersonal skills, and the ability to anticipate needs, absorb information, and handle ad-hoc requests. The position works with management, senior and mid-level leaders, administrative and operations staff, and internal and external partners. It also involves handling sensitive financial, personnel, and institutional information with care, and calls for creativity, initiative, autonomy, and flexibility. The role supports senior leadership and animal operations management; gathers information and prepares reports, presentations, correspondence, and meeting materials; coordinates travel, visitors, and events; manages projects and vendor coordination; and handles day-to-day office administration. This is a full-time, onsite position in Ellsworth, Maine.
Requirements
- High school diploma or GED.
- At least 2 years of prior administrative experience.
- Strong writing skills for complex, executive-level correspondence, with experience in a role where business writing was a major responsibility.
- Strong proficiency with Microsoft and Apple office applications; proficiency with Microsoft Office Suite, including Word, PowerPoint, and Excel, is required.
- Proven success managing multiple projects to completion amid demanding deadlines and changing priorities.
- Excellent project and event management skills and the ability to work collaboratively and lead projects of JAX-wide importance.
- Clear written and verbal communication skills with people across disciplines and levels of sophistication.
- Strong multitasking skills, focus, professionalism, and flexibility to handle shifting priorities.
- Independent initiative, good judgment, and sound decision-making.
- Positive, team-player demeanor in a fast-paced environment.
- Excellent organization and attention to detail.
- Discretion, judgment, tact, and diplomacy in a high-profile environment.
- Ability to build relationships and networks across the Laboratory.
Nice To Haves
- Bachelor’s degree in Business Administration or a closely related field.
- Experience with SharePoint, Lawson, Concur, and Zoom.
Responsibilities
- Serve as the primary contact for the senior leader of the JMCRS Animal Program and the site management team.
- Assist with the extended workflow of animal operations management and other coordination.
- Anticipate the needs of senior-level staff and proactively provide support.
- Gather and assemble information from varied sources in response to site initiatives.
- Compile information into clear reports and presentations for timely review.
- Respond professionally to routine and non-routine correspondence, including executive-level writing.
- Schedule meetings and prepare agendas.
- Arrange travel and prepare itineraries, including extended support for senior managers who are visiting or traveling.
- Schedule and host visitors and manage Ellsworth special events in collaboration with the site team.
- Help plan and coordinate facility-wide events, including meetings, workshops, and luncheons.
- Book conference rooms and build detailed itineraries.
- Manage projects as needed, including coordinating with vendors on site needs.
- Collaborate on special projects as they arise.
- Maintain sensitive files with care and confidentiality.
- Answer and direct incoming phone calls.
- Set up video meetings.
- Process and approve travel and expense reports and expenditures for reimbursement.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
