Administrative Assistant III, JMCRS
About The Position
The Administrative Assistant III, JMCRS supports senior leaders of Animal Operations and Administration in Bar Harbor at the site level and serves as a trusted point of contact for the site management team. The role also supports initiatives on other campuses and requires flexibility. This highly visible, collaborative position calls for professionalism, discretion, initiative, autonomy, strong time management and interpersonal skills, and the ability to anticipate needs, manage ad-hoc requests, and handle sensitive financial, personnel, and institutional information. The position works with executives, senior and mid-level leaders, administrative and operations staff, and internal and external partners. This is a full-time, onsite position at the Bar Harbor, Maine location. The pay range is $23.64–$39.58 per hour. The Jackson Laboratory is an independent nonprofit biomedical research institution whose mission is to discover precise genomic solutions for disease and empower the global biomedical community to improve human health.
Requirements
- High school diploma or GED.
- At least 4 years of prior administrative experience.
- Strong writing ability to compose complex, executive-level correspondence; experience in a role where business writing was a major responsibility. Writing samples may be requested during the interview process.
- Strong proficiency with Microsoft and Apple office applications, including Microsoft Word, PowerPoint, and Excel.
- Proven success managing multiple projects to completion with demanding deadlines and changing priorities.
- Excellent project and event management skills, with the ability to work collaboratively and lead projects of JAX-wide importance.
- Clear written and verbal communication across a wide range of disciplines and levels of sophistication.
- Strong multitasking skills, 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 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 is preferred.
- Experience with SharePoint, Lawson, Concur, Zoom, and peripheral devices and applications of a modern office is preferred.
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 supported senior-level team members.
- Gather and assemble information from varied sources in response to department initiatives, and compile it 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 as requested, including extended support for senior managers visiting or traveling.
- Schedule and host visitors, and manage special events in collaboration with the site team across multiple campuses.
- 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, and collaborate on special projects.
- Maintain sensitive files with care and confidentiality.
- Answer and direct incoming phone calls and set up video meetings.
- Process and approve travel and expense reports and expenditures for reimbursement.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
