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 position also supports initiatives on other campuses and requires flexibility. This highly visible, collaborative role calls for professionalism, discretion, initiative, autonomy, strong time management and interpersonal skills, and the ability to anticipate needs, absorb information, and handle ad hoc requests. The assistant works with executives, leaders, administrative and operations staff, and internal and external partners, while handling sensitive financial, personnel, and institutional information carefully. The role provides senior-level administrative support, prepares reports, presentations and correspondence, coordinates meetings, travel, visitors and events, manages projects and vendor needs, and handles day-to-day office administration. It is full-time and onsite in Bar Harbor, Maine. The stated pay range is $23.64–$39.58 per hour.
Requirements
- High school diploma or GED.
- At least 4 years of prior administrative experience.
- Strong writing skills to compose complex, executive-level correspondence; 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, especially Microsoft Word, PowerPoint, and Excel.
- Proven success managing multiple projects to completion amid demanding deadlines and changing priorities.
- Excellent project and event management skills and ability to collaborate and lead projects of JAX-wide importance.
- Clear written and verbal communication with people across a wide range of disciplines and levels of sophistication.
- Strong multitasking skills, focus, professionalism, flexibility, and adaptability to 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.
- 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 diverse sources for department 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 as requested, including extended support for senior managers who are visiting or traveling.
- Schedule and host visitors and manage special events in collaboration with site teams on multiple campuses.
- Help plan and coordinate facility-wide events, including meetings, workshops, and luncheons.
- Book conference rooms and create detailed itineraries.
- Manage projects as needed, including working with vendors on site needs, and collaborate on special projects.
- Maintain sensitive files confidentially.
- Answer and direct incoming phone calls.
- 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
