Executive Assistant to CFO & Finance Leadership (Hybrid)

MaineGuide; 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 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.

Qualifications

• 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.

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 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.

Skills

Executive support

Calendar management

Budget management

Communication

Travel planning

Cross-functional coordination

Education

High school diploma

Bachelor's degree preferred

Equivalent education/experience

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 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.