Executive Assistant II | Office of the Chief Data

at The Jackson Laboratory in Portland, Maine, United States

Job Description

Executive Assistant II
Office of the Chief Data Science Officer
Portland, Maine (Hybrid work schedule)
Farmington, Connecticut (Hybrid work schedule)

Job Summary
The Jackson Laboratory (JAX) is seeking a dynamic Executive Assistant II (EA II) to support our Chief Data Science Officer (CDSO).Data science at JAX is a transdisciplinary research ecosystem that brings together scientists from the fields of computational biology, systems biology, bioinformatics, and statistics to develop tools and data resources for interpreting large, complex data sets. JAX Data Science will be located in Portland, Maine.

This position can be considered for a hybrid work schedule in Portland, Maine or Farmington, Connecticut.

Key Responsibilities & Essential Functions Include:
Manages the day-to-day operational and administrative activities of the CDSO office
Manages an active calendar of appointments and ensures the CDSO's schedule is followed and respected; provides "gatekeeper" and "gateway" role
Organizes the incoming flow of work, receiving and prioritizing requests and following up to ensure timely responses
Edits, proofs, and formats a wide variety of documents that are sometimes confidential, forwarding for action, and/or distribution of information
Arranges travel plans, itineraries, and agendas, compiling documents for travel-related meetings and engagements
Obtains, compiles and extracts information from a variety of resources to prepare documents and briefing papers used in meetings, reports, and events as needed
Organizes meetings and events, including preparation of materials and presentations, and coordinating all logistics; Prepares draft meeting minutes and circulates them to meeting participants
Initiates purchase requisitions for supplies, services, and equipment
Assists in budget development by updating all budget files, assessing, and making appropriate recommendations on expenditure levels and other related financial issues based on analysis of previous yearly trends and expenditures
Completes expense reports
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CDSO.
Provides a bridge for smooth communication between the CDSO's office and internal groups and offices, demonstrating leadership to maintain credibility, trust, and support with key stakeholders
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures

Knowledge, Skills, and Abilities Include:
Proven ability to handle confidential information with discretion
Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, faculty, Board members, external partners and donors
Executive-level written and verbal communication skills; Ability to communicate complex information clearly and succinctly
Demonstrated proactive approaches to problem-solving
Must be able to work under pressure and handle a wide variety of activities and competing demands
Demonstrated ability to work in a high-profile environment requiring discretion, judgment, tact, and diplomacy
Excellent organizational skills with a focus on details and accuracy
Demonstrated success in managing multiple projects to successful completion with demanding deadlines and changing priorities.
Forward-looking thinker who actively seeks opportunities and proposes solutions
Proficiency in Microsoft Office, conferencing platforms (e.g., Zoom, Teams, etc.), and enterprise programs (e.g., HRIS, financial systems, travel programs, etc.)
Financial acumen necessary to assist in developing, monitoring, and managing budgets
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
Must possess flexibility to adapt and perform well in a frequently changing environment
Available for after-hours support and to travel as needed

Minimum Qualifications & Experience
High School Diploma or GED is required. Bachelor's Degree is preferred.
5-8 years of relevant experience providing executive-level support

The salary range is $ 68,344.00 - $99,099.00. Salary will be determined based on qualifications and 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... For full info follow application link.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.

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Job Posting: 1067570

Posted On: Apr 15, 2024

Updated On: May 13, 2024

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