Executive Assistant to CFO & Finance Leaders

The Jackson Laboratory; Bar Harbor (ME); Hybrid; 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

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