Administrative Assistant II, JMCRS

The Jackson Laboratory•Ellsworth, ME

13d•Onsite

About The Position

The Administrative Assistant II, JMCRS supports senior leaders of Animal Operations and Administration in Ellsworth and serves as a trusted point of contact for the site management team. This highly visible, collaborative role requires professionalism, discretion, strong time management and interpersonal skills, initiative, flexibility, and the ability to anticipate needs and manage ad hoc requests. The position handles sensitive financial, personnel, and institutional information and works with leaders, administrative and operations staff, and internal and external partners. The role supports senior leadership and the extended workflow of animal operations management; gathers information and prepares reports, presentations, and correspondence; coordinates meetings, travel, visitors, and events; manages projects and vendor needs; and provides 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; writing samples may be requested during interviews.
Strong proficiency with Microsoft and Apple office applications, particularly Microsoft Word, PowerPoint, and Excel.
Proven success managing multiple projects to completion amid demanding deadlines and changing priorities.
Excellent project and event management skills, with the ability to collaborate and lead projects of JAX-wide importance.
Clear written and verbal communication skills across a wide range of 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-oriented demeanor in a fast-paced environment.
Excellent organization and attention to detail and accuracy.
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, as well as peripheral devices and applications used in a modern office.

Responsibilities

Serve as the primary contact for the senior leader of the JMCRS Animal Program and the site management team.
Support the extended workflow of animal operations management and other coordination needs.
Anticipate the needs of supported senior leaders and stay ahead of upcoming requirements.
Gather and assemble information from a wide variety of sources in response to site initiatives.
Compile information into clear reports and presentations and deliver them on time for review.
Respond professionally to routine and non-routine correspondence, including executive-level writing.
Schedule meetings and prepare agendas.
Arrange travel and prepare itineraries as requested, including extended support for senior managers visiting or traveling.
Schedule and host visitors and manage Ellsworth special events in collaboration with the site team.
Help plan and orchestrate facility-wide events, including meetings, workshops, and luncheons.
Book conference rooms and build detailed itineraries.
Manage projects as needed, including working 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.