Executive Assistant - Finance

The Jackson Laboratory; United States; Remote; USD 80,000 - 116,000; Full time

Job summary

The Jackson Laboratory in the United States seeks an experienced executive assistant to provide high-level support to the Senior VP/CFO and Finance leadership. This fully remote role manages calendars, travel across time zones, board logistics, and day-to-day operations.

You'll handle confidential correspondence, coordinate with internal stakeholders, and support budget-related activities. Travel up to 20% and after-hours availability are expected as needed.

Qualifications

• Minimum 8 years in executive support, ideally 10+ years.
• High school diploma required; bachelor's preferred or equivalent experience.
• Ability to handle confidential information with discretion.

Responsibilities

• Own the executive’s calendar and gate priorities.
• Arrange multi-time-zone travel and prepare meeting materials.
• Draft confidential correspondence and manage sensitive communications.
• Triage issues and route or respond as appropriate.
• Complete expense reports and routine administrative tasks.
• Link the executive's office with internal stakeholders.

Skills

Executive support experience

Calendar management

Travel coordination

Confidential information handling

Microsoft Office

Zoom/Teams

Financial acumen

Communication

Deadline management

Education

High school diploma

Bachelor's degree preferred

Tools

HRIS

Financial systems

SharePoint

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. Fully remote with 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 (20%)

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.