The Jackson Laboratory

  • Executive Assistant to Office of the Executive Vice President and COO

    Job Locations US-ME-Bar Harbor
    Posted Date 2 weeks ago(1/2/2019 12:58 PM)
    Job ID
    2019-26326
    Category
    HR, Legal, Safety, and Administrative 
  • Summary

    *Sign-On and Relocation Bonus Eligible Position*

     

    This position is located at the JAX campus in Bar Harbor, ME. The individual represents the EVP and COO to a variety of stakeholder groups. Cultural sensitivity, professionalism, discretion and preserving confidentiality are critical for success in this highly visible role.

    The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the EVP/COO’s needs. The Executive Assistant must interact seamlessly, with a professional demeanor, across a broad range of individuals including members of the Senior Management Team, the Board of Trustees, and all employees of the laboratory. 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. 

    This individual will report to the EVP/COO and is responsible for the management of her complex meeting and travel schedule. Additional responsibilities include preparing itineraries, processing and approving expenses, compiling reports, presentations, scheduling meetings, preparing agendas, responding to routine and non-routine correspondences and arranging onsite/offsite events, and special projects. 

    A wide degree of creativity and latitude is expected along with autonomy, professional flexibility and successful multitasking skills.

    Responsibilities

    • Maintain calendar for EVP/COO. Coordinate regular meetings for the COO and COO led events. Performing day-to-day administration of the office (i.e. maintain sensitive files, answer and direct incoming phone calls as appropriate, setup video/WebEx meetings, process all travel and expense reports and expenditures for reimbursement.) Screen and prioritize correspondence and contracts for review and/or signature by the EVP/COO. Track the EVP/COO’s direct reports weekly schedules and submit time-off and vacation requests into the time reporting system.
    • Serves as the primary contact and liaison for the EVP/COO’s office. Includes a broad range of interactions with various stakeholders, executive leadership, Board of Trustees and all employees of the laboratory community. 
    • Assist with special projects for the Executive Vice President and COO and Associate Director of the COO. Schedule and host visitors including planning meetings and creating itineraries, booking conference and/meeting rooms, planning workshops (such as retreats and seminars), luncheons and dinners.
    • Supervise and manage Office Coordinator and delegate duties as appropriate.

    Qualifications

    • Knowledge of administrative processes as would typically be acquired through eight or more years of work experience in a professional business environment providing direct support for senior level management and/or a Bachelor’s degree in Business Administration or a closely related discipline.
    • Previous experience and demonstrated ability to motivate, lead, develop and supervise direct reports.
    • Writing skills sufficient to compose complex and executive level correspondences. Experience working in a position in which composition of business correspondences was a major responsibility.  This requirement may be validated through submission and review of several writing samples as part of the interview process.
    • Demonstrated success in managing multiple projects to successful completion with demanding deadlines and changing priorities.
    • Demonstrated ability work collaboratively, lead, and administer projects of JAX wide importance. Excellent project and event management skills.
    • Ability to communicate effectively and to clearly exchange information with people representing a wide diversity of disciplines and levels of sophistication.
    • Able to multi-task 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. Experienced with all related technology: MS Office 365, Cisco WebEx, etc.
    • Strong interpersonal skills to work in a high-profile environment requiring discretion, judgment, tact and diplomacy.

    About Us

    The Jackson Laboratory (JAX, www.jax.org) is a nonprofit biomedical research institute with over 2,000 employees whose mission is to discover precise genomic solutions for human disease and empower the global biomedical community in the shared quest to improve human health. A National Cancer Institute-designated Cancer Center, JAX has a mammalian genetics headquarters in Bar Harbor, Maine, a facility in Sacramento, California, and a genomic medicine facility, The Jackson Laboratory for Genomic Medicine (JAX-GM), in Farmington, Connecticut.

    The Jackson Laboratory's 43-acre scenic Bar Harbor campus is nestled between the Gulf of Maine and the mountains of Acadia National Park. Some of the best hiking and biking in the world (over 50 square miles of mountains, lakes, views, and dramatic coastline) is accessible from our campus. We are one mile from downtown Bar Harbor, which offers a vibrant downtown district with a plethora of restaurants, shops, museums, and galleries.

    JAX employees work in a collaborative, value-driven, and team-based environment where the focus is on advancing science and improving patients’ lives. Researchers apply genetics to increase the understanding of human disease and advance treatments and cures for cancer, neurological and immune disorders, diabetes, aging, and heart disease. JAX was voted among the top 15 “Best Places to Work in Academia” in the United States in a poll conducted by The Scientist magazine!

     

    Our Values:

    INTEGRITY - Courage and commitment to do what is right

    PEOPLE - Inspiring our people to enhance the health of all

    ONE TEAM - Unified by our promise to transform medicine and science

    EXCELLENCE - Achieving world-class results

    INNOVATION - Leading with discovery and creative solutions

    STEWARDSHIP - Caring for and enhancing the resources entrusted to us

     

    What do we have to offer?

    JAX offers a dynamic and supportive work environment, competitive salaries, and a comprehensive benefits package, including a medical plan, outstanding retirement plan, generous paid time off, and tuition reimbursement including an MBA program. Our campus offers a fitness center with an award-winning wellness program, an onsite full service cafeteria, and a fully operational primary care facility available to employees and their families.

     

    Most importantly, every position contributes to JAX’s mission of discovering precise genomic solutions for human disease and empowering the global biomedical community in our shared quest to improve human health.

     

    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.

    Learn more about career opportunities at JAX: http://www.jax.org/careers.

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