Executive Assistant II | Office Of The Chief Data Science Officer

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.

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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 and 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.

Founded in 1929, JAX applies over nine decades of expertise in genetics to increase understanding of human disease, advancing treatments and cures for cancer, neurological and immune disorders, diabetes, aging and heart disease. It models and interprets genomic complexity, integrates basic research with clinical application, educates current and future scientists, and provides critical data, tools and services to the global biomedical community. For more information, please visit www.jax.org.

EEO Statement:

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.