Executive Assistant III - Office of the Senior Vice President, Chief of Staff & Chief People Officer

Join The Jackson Laboratoryas Executive Assistant III (EA)to the Senior Vice President, Chief of Staff & Chief People Officer, and become a key player in a dynamic and forward-thinking environment.

We are looking for a highly organized, detail-oriented, and proactive administrative professional who thrives in a fluid environment, where flexibility, adaptability, and quick thinking are paramount. This position offers an exciting opportunity for a motivated individual to work closely with leadership, employees across the organization, and other key stakeholders, including the Board.

As EA, you will provide attentive, intuitive, and proactive support, expertly balancing priorities with a keen sense of urgency. Your excellent communication skills, mastery of multi-tasking, and experience in managing complex calendars will be crucial. You will lead and oversee a variety of day-to-day administrative operations, including calendar management, meeting planning, arranging travel, authoring briefings, and facilitating internal and external communications with key stakeholders.

Full time location in Bar Harbor, ME

Key Responsibilities

• Manage the day-to-day administrative activities of the Office of the Senior Vice President, Chief of Staff & Chief People Officer, with an eye for continuous process improvement.

• Organize the incoming flow of work, prioritizing requests and following up to ensure timely responses.

• Compose and prepare correspondence that may be confidential in nature.

• Plan, coordinate, and ensure the executive's schedule is followed and respected; provide "gatekeeper" and "gateway" roles.

• Arrange complex and detailed travel plans, itineraries, and agendas, compiling documents for travel-related meetings, engagements, and expenses.

• Obtain, compile, and organize information and materials used in management meetings, reports, and events as needed.

• Edit, proof, and format a wide variety of documents, including communications to staff and PowerPoint presentations.

• Research, prioritize, and follow through on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature, and refer or respond as appropriate.

• Provide a bridge for smooth communication between the executive's office and internal and external groups and offices, demonstrating emotional intelligence and leadership to maintain credibility, trust, and support with key stakeholders.

• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.

• Cultivate strong relationships with executive support peersto foster collaboration and ensure the implementation and maintenance of best practices across the organization.

• Assist in coordinating meeting agendas, related logistics, and providing in-person event support as needed.

• Perform other related duties as needed and assigned.

Knowledge and Skills

• Proven ability to handle confidential information with discretion.

• Ability to build rapport and work effectively with a broad group of stakeholders, including staff, leaders, Board members, and external partners.

• Demonstrated ability to produce clear, concise, and compelling written content. Proven aptitude for effectively conveying complex information in an easily understandable manner, ensuring clarity and precision in all communications, aligning with executive and organizational messaging.

• Strong attention to detail with a proven ability to meticulously review and edit written content for accuracy, grammar, and clarity. Skilled in ensuring all documents are polished and error-free before final submission.

• Exceptional ability to design and develop polished, dynamic PowerPoint presentations.

• Ability to effectively problem solve, anticipating needs and proactively addressing challenges.

• Ability to work under pressure and pivot seamlessly between tasks is essential to meet changing needs and ensure timely attention to critical issues.

• Demonstrated ability to exercise good judgment and proactively leverage resources in a variety of situations.

• Proven track record of maintaining order and structure in a fast-paced environment, ensuring all projects and deadlines are met with precision and timeliness.

• Advanced proficiency in Microsoft Office, conferencing platforms (e.g., Zoom, Teams), and enterprise programs (e.g., Workday, financial systems, travel programs).

• Financial acumen necessary to develop, monitor, and manage budgets, including purchasing and vendor relationships.

• Strong analytical skills with the ability to synthesize information.

• Demonstrated ability to work collaboratively, lead, and administer projects and events of JAX-wide importance.

• Ability to be self-directed and motivated, and work as a team player.

• Availability for after-hours support.

• Ability to travel as needed.

Education

• Bachelor's degree with 8-10 years of progressively responsible administrative support experience, or comparable combination of education and experience.

Application Requirements

All applications must include an updated resume and a cover letter. Applications without a cover letter will not be considered.

Pay Range: $80,167 - $116,242 based on total years of related experience

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 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.