Executive Assistant - Finance

The Jackson Laboratory; Bar Harbor (ME); On-site; USD 80,000 - 116,000; Full time

Benefits offered by this job

Executive Assistant Incentive Plan

Job summary

The Jackson Laboratory in Bar Harbor, ME is seeking an experienced executive assistant to provide high-level support to the Senior VP/CFO and Finance leadership. You will manage confidential correspondence, complex multi-time-zone travel, board logistics, and the daily rhythm of a busy finance office, with hybrid work in Bar Harbor as needed.

This role requires 8+ years in executive support, discretion, strong communication, and proficiency with Microsoft Office and travel programs; occasional

Qualifications

• 8+ years of experience in a same or similar executive support role (10+ years preferred).
• High school diploma required; Bachelor's degree preferred, or equivalent combination of education and experience.
• Proven ability to handle confidential information with discretion.
• Strong written and verbal communication skills, including 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 (HRIS, financial systems, travel programs).
• Financial acumen to develop, monitor, and manage budgets.
• Availability for after-hours support and occasional travel.

Responsibilities

• Own the executive's calendar and act as gatekeeper for competing priorities.
• Arrange complex, multi-time-zone travel and compile meeting materials.
• Draft and edit correspondence, some of it confidential.
• Triage incoming issues and route or respond as appropriate.
• Complete expense reports and other recurring administrative work.
• Serve as the connective tissue 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 — meetings, speakers, follow-up.
• Initiate purchase requisitions and track event budgets.

Skills

Executive support

Communication

Time management

Confidentiality

MS Office

Zoom/Teams

Travel coordination

Budgeting basics

Education

High school diploma

Bachelor's degree preferred

Tools

Microsoft Office

Zoom/Teams

HRIS

Finance systems

Travel programs

Job description

Provide executive-level administrative support to the Senior VP/CFO and the Finance leadership team at The Jackson Laboratory — the person who knows what's on every calendar, what's due when, and who needs to be in the room.

The Role

This position provides executive-level administrative support to leaders at the Senior Vice President and Executive Vice President level — currently the Senior VP/CFO, the Corporate Controller, and the broader Finance leadership team. You'll manage confidential correspondence, complex multi-time-zone travel, Board Committee logistics, and the daily rhythm of a busy finance office. Hybrid ideally to Bar Harbor, ME in office as needed and occasional travel.

What You'll Do — Executive Support

• Own the executive's calendar and act as gatekeeper for competing priorities
• Arrange complex, multi-time-zone travel and compile meeting materials
• Draft and edit correspondence, some of it confidential
• Triage incoming issues and route or respond as appropriate
• Complete expense reports and other recurring administrative work
• Serve as the connective tissue between the executive's office and internal stakeholders

What You'll Do — Finance Department Operations

• 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 — meetings, speakers, follow-up
• Initiate purchase requisitions and track event budgets

What You Bring

• 8+ years of experience in a same or similar executive support role (10+ years preferred)
• High school diploma required; Bachelor's degree preferred, or equivalent combination of education and experience
• Proven ability to handle confidential information with discretion
• Strong written and verbal communication skills, including 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 (HRIS, financial systems, 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

Good to Know

• This role is eligible for the Executive Assistant Incentive Plan
• Work environment is sedentary — mostly seated, occasional standing or walking, lifting up to 10 lbs
• The pay range for this position is $80,167- $116,242 Compensation offers are determined based on an assessment of related work experience, geographic location, and internal equity.

About 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.

Bar Harbor

The Jackson Laboratory's 43-acre scenic Bar Harbor campus is nestled between the Gulf of Maine and the mountains of Acadia National Park. Some of the best hiking and biking in the world (over 50 square miles of mountains, lakes, views, and dramatic coastline) is accessible from our campus. We are one mile from downtown Bar Harbor, which offers a vibrant downtown district with a plethora of restaurants, shops, museums, and galleries.

Ellsworth

The Charles E. Hewett Center in Ellsworth, Maine, is a state-of-the-art facility that serves researchers world wide. The facility represents the culmination of nine decades of unmatched experience and leadership in breeding and caring for laboratory mice. Ellsworth, Maine, is one of Maine’s fastest growing cities. With a growth rate of nearly 20%, Ellsworth is a bustling year-round community and acts as a hub for surrounding towns. It is located nearby Acadia National Park and hosts numerous special events, concerts and festivals each year. Residents have access to fabulous shopping, recreation, museums, galleries, and dining at a variety of independent restaurants.

Farmington

JAX Genomic Medicine is transforming medicine by improving patient care, lowering costs, and increasing life span and health span. JAX Genomic Medicine’s research focuses on the complex genetic causes of disease and on the development of genomic solutions tailored to each person's unique genetic makeup. JAX Genomic Medicine sits on a 17-acre site on the campus of the University of Connecticut Health Center. The 183,500-square-foot facility opened in the fall of 2014. Now, it houses over 300 biomedical researchers, technicians, and support staff in state-of-the-art computing facilities and laboratories. In Connecticut, JAX resides in the scenic town of Farmington, in the state’s capitol region. The Hartford region, which offers some of the best public schools in the country, is made up of both bigger cities and smaller, charming historic New England towns. JAX Genomic Medicine is also geographically located within 2 hours of Boston and New York and is close to multiple transportation systems, including bus lines, highways, railroads and international airports.

Sacramento

The JAX® Mice, Clinical and Research Services facility is located in Sacramento, the state capital of California. Sacramento is less than a two-hour drive from San Francisco, Napa Valley, and scenic Lake Tahoe, and a short flight to both Los Angeles and Orange County. Sacramento is the birthplace of the nation’s Farm to Fork movement, and offers excellent restaurants, gastro-pubs, wineries, theaters, and museums. Outdoor activities are plentiful: Boating, white water rafting, and riding the scenic bicycle trails are popular. Housing and other costs of living are more affordable in Sacramento and its surrounding suburbs than in most other neighboring areas in the North Bay, making Sacramento one of the hottest housing markets in the country year after year.

Augusta

JAX’s Maine Cancer Genomics Initiative (MCGI) is located in Augusta, Maine, in the Harold Alfond Center for Cancer Care (HACCC), at Maine General Hospital. It began operations in 2016 with three overarching goals: to provide cancer genomic testing for Maine cancer patients; to develop and deliver physician education about clinical genomic cancer diagnostics; and to build a network in Maine of oncology practices conducting studies in genomic medicine.