Administrative Assistant III at Jackson Laboratory

Administrative Assistant III

Fully Remote!!

Bar Harbor, Maine

Farmington, Connecticut

time type Full time

Job Summary

The Administrative Assistant, Stewardship is responsible for supporting the Director of Stewardship and the overall goals of the stewardship team. In this highly visible role, the incumbent will possess a high level of professionalism, ability to maintain discretion, and preserve confidentiality.

Key Responsibilities and Essential Functions

  • Serves as the primary contact for the Director of Stewardship and the stewardship team
  • Assists in performing day-to-day administration of the office (i.e. maintain sensitive files, manage calendars, answer and direct incoming phone calls as appropriate, set up video/WebEx meetings, prepare meeting agendas and presentations)
  • Process travel and expense reports and expenditures for reimbursement for the Director of Stewardship
  • Track agreements and contracts to ensure timely review of product assessments and renewals
  • Build and maintain relationships with key internal partners
  • Oversee a discrete set of data entry, coding, and reporting projects
  • Complete ad hoc data entry projects, run reports, queries, and exports
  • Create and format documents that are used with external and internal constituents
  • Manage individual workload while assisting Director of Stewardship high priority projects and functions

Knowledge Skills and Abilities

  • Knowledge of administrative processes that would typically be acquired through a High School Diploma and 4+ 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 and 2 years of work experience in a professional business environment working for senior-level management
  • Demonstrated success in calendar, travel, and meeting coordination
  • Excellent writing and proofreading skills and the ability to professionally create and format documents
  • Expert in using Microsoft Office Suite, Teams, WebEx, or other virtual meeting platforms
  • 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
  • Ability to pivot to meet demands of changing priorities and tasks
  • 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 travel and work evenings & weekends on occasion as necessary
  • Experience using CRM platforms, Raiser’s Edge NXT preferred

About JAX:

The Jackson Laboratory (JAX) is an independent, nonprofit biomedical research institution with more than 2,400 employees. Headquartered in Bar Harbor, Maine, it has a National Cancer Institute-designated Cancer Center in Augusta, Maine, a genomic medicine institute in Farmington, Connecticut, and facilities in Ellsworth, Maine, Sacramento, California, and Shanghai, 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.

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!