Administrative Assistant II, JMCRS

The Jackson Laboratory; Ellsworth (ME); On-site; USD 29,000 - 47,000; Full time

Job summary

The Jackson Laboratory in Ellsworth, ME seeks a detail-oriented Administrative Assistant to support senior leaders and the site management team. You will manage calendars, prepare executive correspondence, and assist with reports and events.

This full-time, onsite role requires discretion, strong writing, and excellent coordination across a range of internal and external partners.

Qualifications

• Strong written communication for executive-level correspondence.
• Experience handling sensitive information with discretion.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Support senior leaders and site management with administrative tasks.
• Coordinate travel arrangements and meetings; prepare itineraries.
• Assist with reports, presentations, and site initiatives.
• Maintain confidential files and handle sensitive information.

Skills

Executive writing

Time management

Multitasking

Interpersonal skills

Communication

Calendar & scheduling

Projects coordination

Office software (MS Office)

Video meetings (Zoom)

Education

High school diploma or GED

Bachelor’s degree preferred

Tools

Microsoft Office Suite

SharePoint

Lawson

Concur

Zoom

Job description

Behind every well-run team is someone who sees what’s coming before anyone asks.The Administrative Assistant, JMCRS will support the senior leaders of Animal Operations and Administration in Ellsworth at the site level, and be the trusted point of contact for the site management team. It’s a highly visible and collaborative position where professionalism, discretion, and the ability to anticipate needs makes everyone around you more effective. This administrative assistant will be able to absorb information, manage ad-hoc requests with ease, have strong time-management and interpersonal skills.You’ll work with a wide range of people, from the management team to senior and mid-level leaders to administrative and operations staff, plus internal and external partners with many different interests and needs. You’ll be trusted with sensitive financial, personnel, and institutional information, and handle it with care. Creativity, initiative, autonomy, and flexibility are all part of the job, and so is the satisfaction of keeping a lot of moving pieces on track.This role is full time and onsite at our Ellsworth, ME location.What you’ll do:Support senior leadershipServe as the primary contact for the senior leader of the JMCRS Animal Program and for the site management teamAssist with the extended workflow of animal operations management and other coordinationAnticipate the needs of the senior-level people you support and stay a step aheadReports, presentations, and correspondenceGather and assemble information from a wide variety of sources in response to site initiativesCompile that information into clear reports and presentations, delivered on time for reviewRespond professionally to routine and non-routine correspondence, including executive-level writingSchedule meetings and prepare agendasTravel, visitors, and eventsArrange travel and prepare itineraries as requested, with extended support for senior managers visiting or travelingSchedule and host visitors, and manage Ellsworth special events in collaboration with the site teamHelp to plan and orchestrate facility-wide events, including meetings, workshops, luncheons, and moreBook conference rooms and build detailed itinerariesProjects and vendorsManage projects as needed, including working with vendors on site needsCollaborate on a variety of special projects as they come upDay-to-day office administrationMaintain sensitive files with care and confidentialityAnswer and direct incoming phone callsSet up video meetingsProcess and approve travel and expense reports and expenditures for reimbursementWhat you’ll bring:Education and experienceHigh school diploma or GED; bachelor’s degree in Business Administration or a closely related field is preferred2+ years of prior administrative experienceSkills and abilitiesWriting skills strong enough to compose complex, executive-level correspondence, with experience in a role where business writing was a major responsibility. Writing samples may be requested during the interview process.Strong proficiency with the Microsoft and Apple office applications is a must, specifically the Microsoft Office Suite including Word, PowerPoint &, Excel. Experience with SharePoint, Lawson, Concur, Zoom and is preferred, plus the peripheral devices and applications of a modern officeProven success managing multiple projects to completion with demanding deadlines and changing prioritiesExcellent project and event management skills, and the ability to work collaboratively and lead projects of JAX-wide importanceClear written and verbal communication with people across a wide range of disciplines and levels of sophisticationStrong multitasking skills, with focus and professionalism, and the flexibility and adaptability to handle shifting prioritiesIndependent initiative, good judgment, and sound decision-makingA positive, team-player demeanor in a fast-paced environmentExcellent organization and accuracy with detailsDiscretion, judgment, tact, and diplomacy in a high-profile environmentThe ability to build relationships and networks across the LaboratoryPay rangePay Range: $20.55 - $34.41 hourlyApplications:Please provide both an updated professional resume and a cover letterAbout JAX: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.EEO Statement:The Jackson Laboratory provides equal employment opportunities to all employees and applicants for employment in all job classifications without regard to race, color, religion, age, mental disability, physical disability, medical condition, gender, sexual orientation, genetic information, ancestry, marital status, national origin, veteran status, and other classifications protected by applicable state and local non-discrimination laws.#CA-BH10About JAX: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, New York, Florida), 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.EEO Statement:The Jackson Laboratory provides equal employment opportunities to all employees and applicants for employment in all job classifications without regard to race, color, religion, age, mental disability, physical disability, medical condition, gender, sexual orientation, genetic information, ancestry, marital status, national origin, veteran status, and other classifications protected by applicable state and local non-discrimination laws.