Behind every well-run team is someone who sees what’s coming before anyone asks.
The Administrative Assistant III, JMCRS will support the senior leaders of Animal Operations and Administration in Bar Harbor at the site level and be the trusted point of contact for the site management team. The role also supports initiatives on other campuses and requires a high degree of flexibility.
This is 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 executives 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 professionalism 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 Bar Harbor, 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 team members you support and stay a step ahead
Reports, presentations, and correspondence
Gather and assemble information from a wide variety of sources in response to department 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 special events in collaboration with the site team on multiple campuses
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 up
Day-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 preferred
4+ 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 adaptability to handle shifting priorities
Independent initiative, good judgment, and sound…