Administrative Assistant II, JMCRS

This administrative assistant will be able to absorb information, manage ad-hoc requests with ease, have strong time-management and interpersonal skills. You’ll work with a wide range of people, from the management team to senior and mid-level leaders to administrative and operations staff, plus internal and external partners with many different interests and needs. You’ll be trusted with sensitive financial, personnel, and institutional information, and handle it with care. Creativity, initiative, autonomy, and flexibility are all part of the job, and so is the satisfaction of keeping a lot of moving pieces on track. This role is full time and onsite at our Ellsworth, ME location.

What you’ll do

Support senior leadership

• Serve as the primary contact for the senior leader of the JMCRS Animal Program and for the site management team
• Assist with the extended workflow of animal operations management and other coordination
• Anticipate the needs of the senior-level people you support and stay a step ahead

Reports, presentations, and correspondence

• Gather and assemble information from a wide variety of sources in response to site initiatives
• Compile that information into clear reports and presentations, delivered on time for review
• Respond professionally to routine and non-routine correspondence, including executive-level writing
• Schedule meetings and prepare agendas

Travel, visitors, and events

• Arrange travel and prepare itineraries as requested, with extended support for senior managers visiting or traveling
• Schedule and host visitors, and manage Ellsworth special events in collaboration with the site team
• Help to plan and orchestrate facility-wide events, including meetings, workshops, luncheons, and more
• Book conference rooms and build detailed itineraries

Projects and vendors

• Manage projects as needed, including working with vendors on site needs
• Collaborate on a variety of special projects as they come up

Day-to-day office administration

• Maintain sensitive files with care and confidentiality
• Answer and direct incoming phone calls
• Set up video meetings
• Process and approve travel and expense reports and expenditures for reimbursement

What you’ll bring

Education and experience

• High school diploma or GED; bachelor’s degree in Business Administration or a closely related field is preferred
• 2+ years of prior administrative experience

Skills and abilities

• Writing skills strong enough to compose complex, executive-level correspondence, with experience in a role where business writing was a major responsibility. Writing samples may be requested during the interview process.
• Strong proficiency with the Microsoft and Apple office applications is a must, specifically the Microsoft Office Suite including Word, PowerPoint & Excel.
• Experience with SharePoint, Lawson, Concur, Zoom and is preferred, plus the peripheral devices and applications of a modern office
• Proven success managing multiple projects to completion with demanding deadlines and changing priorities
• Excellent project and event management skills, and the ability to work collaboratively and lead projects of JAX-wide importance
• Clear written and verbal communication with people across a wide range of disciplines and levels of sophistication
• Strong multitasking skills, with focus and professionalism, and the flexibility and adaptability to handle shifting priorities
• Independent initiative, good judgment, and sound decision-making
• A positive, team-player demeanor in a fast-paced environment
• Excellent organization and accuracy with details
• Discretion, judgment, tact, and diplomacy in a high-profile environment
• The ability to build relationships and networks across the Laboratory