Executive Assistant - Finance

The Jackson Laboratory•Bar Harbor, ME

2d•$80,167 - $116,242•Remote

About The Position

The Executive Assistant provides executive-level administrative support to Senior Vice President and Executive Vice President-level leaders, currently including the Senior VP/CFO, the Corporate Controller, and the broader Finance leadership team at The Jackson Laboratory. The role manages confidential correspondence, complex multi-time-zone travel, Board Committee logistics, and the daily operations of a busy finance office. The position is fully remote with occasional travel.

Requirements

At least 8 years of experience in the same or a similar executive support role.
High school diploma.
Ability to handle confidential information with discretion.
Strong written and verbal communication skills, including communication with Board members and external partners.
Ability to manage competing deadlines in a fast-paced environment.
Advanced proficiency in Microsoft Office, Zoom/Teams, and enterprise systems such as HRIS, financial systems, and travel programs.
Financial acumen to develop, monitor, and manage budgets.
Flexibility to adapt to a frequently changing environment.
Availability for after-hours support and occasional travel (20%).

Nice To Haves

10 or more years of experience in the same or a similar executive support role.
Bachelor's degree, or equivalent combination of education and experience.

Responsibilities

Own the executive's calendar and manage competing priorities.
Arrange complex, multi-time-zone travel and compile meeting materials.
Draft and edit correspondence, including confidential correspondence.
Triage incoming issues and route or respond to them as appropriate.
Complete expense reports and other recurring administrative work.
Coordinate communication between the executive's office and internal stakeholders.
Track approved absences, AWAs, and time reports for Finance leadership.
Maintain Finance, Notary, and AAIG SharePoint sites and email aliases.
Coordinate Board Committee meetings and track minutes for signature.
Plan full-team retreats, budget planning sessions, and leadership meetings.
Manage the Administrative Assistants Information Group, including meetings, speakers, and follow-up.
Initiate purchase requisitions and track event budgets.