Executive Assistant

The Center for Biometric Analysis (CBA) is a critical component of future disease modeling and discovery activities at The Jackson Laboratory. The Executive Assistant will provide exceptional support on all administrative processes required to establish, develop and maintain this new mouse phenotyping facility, ensuring fulfillment of the Center's objectives and requirements. This individual will report to the Director of the CBA.
Provide advanced administrative support for the Director, Associate Directors, Managers and Supervisors of the CBA
Manage online calendars for the Director, Associate Directors and Managers
Plan and coordinate meetings including preparing, collating and distributing meeting materials and minutes, and tracking progress and completion of actions for the following meetings
CBA Governance/Steering Committee (establish & refine meeting schedule)
CBA Senior Leadership Team meeting
CBA Lab meeting rotation
Meetings with key stakeholders, as required
Prepare, maintain and store key operational documents including training and competency assessments and organizational charts.
Coordinate recruitment cycles including collecting, organizing and distributing resumes, preparing and circulating interview schedules, advertising interview seminars, processing reimbursements and coordinating new hire and on-boarding processes
Maintain regular and effective communication with the Office of the Scientific Director and other JAX Scientific leaders, Information Technology, Human Resources and other administrative areas of the institution as required
Make travel arrangements and monitor travel expenses for CBA personnel; submit expense reports in Concur
Interpret and apply JAX policy regarding benefit time use and act as timekeeper/payroll liaison and absence administrator for CBA
Organize seminars hosted by the CBA
Develop, design and conduct web-based CBA performance surveys
Provide support to prepare reports, grant applications and publications
Support CBA scientific reporting activities including collation, proofing, dissemination and archiving
Assist the CBA Program Manager to collect, monitor and report key performance indicators for the CBA
Support the preparation and submission of academic publications
Assist in collection of materials for grant submission
Maintain biosketches for Scientific Research Services staff
An Associate's Degree in business/communications and 4-6 years of experience in a management support role or at least 10 years' experience in a senior management support environment. This indivudal must have prior administrative assistant experience including budget administration.
Ability to coordinate and perform multiple tasks utilizing strong prioritization skills and advanced attention to detail, while understanding project principles and technical requirements.
Ability to plan for and complete various work assignments requiring advanced analytical ability, independent judgment, creativity and problem solving skills.
Strong interpersonal skills to work in a high-profile environment, providing a polite, eager, helpful and efficient point of contact for CBA business and demonstrating discretion and diplomacy as standard.
Outstanding verbal and written communication skills enabling the effective exchange of information with people representing a wide diversity of disciplines and levels of sophistication. Writing skills sufficient to compose effective and persuasive letters, memoranda, reports and other documents. Ability to adapt communication style depending on audience.
Ability to take independent initiative and exercise good judgment in decision making.
Experience with MS Office products, DropBox, financial management packages such as Concur and iLAB, and online survey tools such as Survey Monkey.
A familiarity with basic sciences is preferred but not required. Ideally this includes familiarity with Institutional Animal Care and Use Committee (IACUC) procedures and compliance.
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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