Executive Assistant - Finance

MaineGuide; Bar Harbor (ME); Hybrid; USD 80.000 - 116.000; Vollzeit

Benefits dieser Stelle

Executive Assistant Incentive Plan

Zusammenfassung

The Jackson Laboratory in Bar Harbor, ME is seeking an experienced Executive Assistant to provide high-level administrative support to the Senior VP/CFO and Finance leadership. You will manage calendars, travel across time zones, and coordinate Board logistics in a fast-paced, hybrid environment.

The role requires 8+ years in executive support, discretion with confidential information, and strong communication with executives and partners.

Qualifikationen

• 8+ years of experience in executive support or similar role.
• High school diploma required; Bachelor's degree preferred.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication with executives and partners.
• Ability to manage competing deadlines in a fast-paced environment.
• Advanced proficiency in Microsoft Office, Zoom/Teams, and enterprise systems.
• Financial acumen to develop, monitor, and manage budgets.
• Flexibility to adapt to a changing environment.

Aufgaben

• 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 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 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.

Kenntnisse

Executive support

Calendar management

Budget management

Communication

Travel planning

Cross-functional coordination

Ausbildung

High school diploma

Bachelor's degree preferred

Equivalent education/experience

Tools

Microsoft Office

Zoom/Teams

HRIS/Finance systems/Travel programs

Jobbeschreibung

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, New York, Florida),Japan andChina. 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 visitwww.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.