Administrative Assistant III - Onsite in Ellsworth

This role is directly responsible for supporting the senior leader of Animal Operations and Administration at the site level. In this highly visible role, professionalism, discretion, and preserving confidentiality are required and critical for success. The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the needs of the various senior-level individuals the role supports. The incumbent must interact seamlessly and with a professional demeanor with a broad range of individuals including members of the Management team, a variety of internal and external individuals representing a wide range of interests, consulting responsibilities, and needs of senior and mid-level leadership, administrative, and operations staff. To perform this job successfully the individual is expected to handle highly sensitive and confidential financial, personnel, and institutional information while exercising professionalism and discretion. The incumbent will report to the senior leader of the JMCRS Animal Program and is responsible for assisting with the extended workflow of animal operations management and other coordination including facility-wide event planning and orchestration. Additional responsibilities include arranging travel and preparing itineraries, processing, and approving expenses, compiling reports, and presentations, scheduling meetings, preparing agendas, responding to routine and non-routine correspondences professionally, and collaborating on multiple different special projects as needed. A wide degree of creativity and latitude is expected along with autonomy, professional flexibility, and successful multitasking skills.

This role is full time onsite in our Ellsworth, ME location

Key Responsibilities & Essential Functions

• Serves as the primary contact for the senior leader of the JMCRS Animal Program, and contact for the site management team.

• Gathers and assembles information from a wide variety of sources in response to the initiatives of the site. Compiles the information into related reports or presentations for review in a timely manner.

• Arrange travel and prepare travel itineraries as requested; provides extended support to senior executives at the site, as required, when visiting/traveling. Schedules and hosts visitors and manages Ellsworth special events in collaboration with the site team. Including planning meetings and creating itineraries, booking conference and/or meeting rooms, planning workshops, luncheons, etc.

• Manages projects as needed, this includes working with vendors pertaining to site needs.

•Assists in performing day-to-day administration of the office (i.e. maintaining sensitive files, answering and directing incoming phone calls as appropriate, setting up video meetings, process all travel and expense reports and expenditures for reimbursement.)

Education and Experience

High School Diploma or GED, BS Degree preferred

7-8 years of prior administrative experience

Knowledge, Skills, and Abilities

• Knowledge of administrative processes would typically be acquired through eight to ten years of work experience in a professional business environment working for senior-level management and/or a Bachelor’s degree in Business Administration or a closely related discipline.

• Writing skills sufficient to compose complex and executive-level correspondences. Experience working in a position in which the composition of business correspondences was a major responsibility. This requirement may be validated through the submission and review of several writing samples as part of the interview process.

• Proficiency with MS Office Suite (strong PowerPoint a must), SharePoint, Lawson, Concur, WebEx, Apple/PC operating systems, etc.) and operation of other peripheral devices as well as applications specific to an office environment.

• Demonstrated success in managing multiple projects to successful completion with demanding deadlines and changing priorities.

• Demonstrated ability to work collaboratively, lead and administer projects of JAX-wide importance. Excellent project and event management skills.

• Ability to communicate effectively with others in writing and verbally. To clearly exchange information with people representing a wide diversity of disciplines and levels of sophistication.

• Able to multitask on a variety of assignments while remaining focused and professional. Needs to be flexible and adaptable in dealing with changing priorities and tasks.

• Demonstrated experience to take independent initiative and exercise good judgment and decision-making.

• Ability to work in a fast-paced environment while maintaining a positive team player demeanor.

• Excellent organizational skills and demonstrated ability to manage details accurately.

• Strong interpersonal skills to work in a high-profile environment requiring discretion, judgment, tact, and diplomacy.

• Ability to form relationships and networks within the Laboratory

Pay Range (Hourly Rate): $24.18 - $33.25

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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.