Administrative Assistant II, JMCRS

Behind every well-run team is someone who sees what’s coming before anyone asks.

The Administrative Assistant, JMCRS will support the senior leaders of Animal Operations and Administration in Ellsworth at the site level, and be the trusted point of contact for the site management team. It’s a highly visible and collaborative position where professionalism, discretion, and the ability to anticipate needs makes everyone around you more effective. 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 upDay-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 preferred2+ 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…