Executive Assistant II

Jackson Laboratory•Bar Harbor, ME

41d

About The Position

Provides senior level administrative support to an incumbent(s) who holds a position at the Chief or Vice President level. The Jackson Laboratory is an independent, nonprofit biomedical research institution with a National Cancer Institute-designated Cancer Center and nearly 3,000 employees in locations across the United States (Maine, Connecticut, California), Japan and China. Its mission is to discover precise genomic solutions for disease and empower the global biomedical community in the shared quest to improve human health. Founded in 1929, JAX applies over nine decades of expertise in genetics to increase understanding of human disease, advancing treatments and cures for cancer, neurological and immune disorders, diabetes, aging and heart disease. It models and interprets genomic complexity, integrates basic research with clinical application, educates current and future scientists, and provides critical data, tools and services to the global biomedical community. For more information, please visit www.jax.org.

Requirements

Proven ability to handle confidential information with discretion.
Knowledge of administrative processes would typically be acquired through work experience in a professional business environment working with senior level management.
Writing skills are sufficient to compose complex and executive level correspondences.
Proficient with MS Office, conference platforms (e.g., Zoom, Teams, etc.), and enterprise programs (e.g., HRIS, financial systems, travel programs, etc.).
Financial acumen to assist with budget development and monitoring.
Demonstrated success in managing multiple projects to successful completion with demanding deadlines and changing priorities.
Demonstrated ability to work collaboratively, lead, and administer projects of JAX wide importance.
Excellent project and event management skills.
Strong interpersonal skills to work in a high-profile environment requiring discretion, judgment, tact, and diplomacy.
Must be flexible and available for after-hours support.
HS Diploma/GED
5 years exp

Nice To Haves

Bachelor's degree
8 years exp

Responsibilities

Establishes and operates an efficient office by performing a wide range of complex administrative tasks.
Manages an extremely active calendar of appointments.
Completes expense reports.
Receives and prioritizes correspondence and acts in drafting correspondence, forwarding for action, and/or distributing for information.
Organizes meetings and events, including preparation of materials and presentations, and coordinating all logistics.
Obtains, compiles and extracts information from a variety of resources to prepare documents, reports, and briefing papers.
Edits, proofs, and formats a wide variety of documents.
Prepares draft meeting minutes and circulates to participants.
Coordinate all travel arrangements.
Initiates purchase requisitions for supplies, services, and equipment.
Assists in budget development by updating all budget files, assessing, and making appropriate recommendations on expenditure levels and other related financial issues based on analysis of previous yearly trends and expenditures.
Performs other related duties as needed and assigned.