Executive Assistant II - Communications and Marketing

Job Summary

The Communications and Marketing team drives increased awareness of JAX’s global mission and impact and deepened engagement across many audiences. Leading proactive internal and external communications efforts, a robust brand and marketing strategy and compelling print and digital content development while maintaining and enhancing JAX.org, this team serves as a communications and marketing partner across the organization to advance the JAX mission and achieve its strategic goals.

Reporting to the Vice President and Chief Communications Officer (CCO) and providing broad assistance to the communications and marketing team, the Executive Assistant II Communications and Marketing delivers attentive, intuitive and proactive support while expertly balancing priorities with a keen sense of urgency.

We are looking for a highly organized and detail-oriented administrative professional who thrives in a fluid environment, where flexibility, adaptability, and quick thinking are essential. This position offers an exciting opportunity for a motivated individual to work closely with leadership, employees across the organization and other key stakeholders and partners.

The EA must have excellent communication skills, a mastery of multi-tasking, and experience in managing complex calendars. In addition, the EA will lead and oversee a variety of day-to-day administrative operations, including meeting planning, arranging travel, authoring briefings, and facilitating internal and external communications with key stakeholders.

This role is based in our Farmington, CT office, onsite two to three days per week.

Key Responsibilities

• Establishes and operates an efficient office by performing a wide range of complex administrative tasks.

• Serve as a liaison, facilitating smooth communication between the CCO's office and team and internal and external groups while demonstrating the utmost professionalism and instilling confidence to maintain credibility, trust and support with key stakeholders.

• Thoughtfully and strategically manages an extremely active calendar of appointments that supports productivity and integration in close coordination with the CCO.

• Receives and prioritizes correspondence and acts in drafting correspondence, forwarding for action, and/or distributing for information.

• Organizes meetings, activities and events, including preparation of materials and presentations, agendas and all logistics, including technology and in-person support as needed.

• Obtains, compiles and extracts information from a variety of sources to prepare documents, reports, and briefing papers.

• Edits, proofs, and formats a wide variety of materials including emails, memos, reports and PowerPoint presentations.

• Prepares draft meeting minutes and circulates to participants.

• Arrange complex and detailed travel plans, itineraries and agendas, compiling documents and information for travel-related meetings, engagements and expenses.

• Initiates purchase requisitions for supplies, services, and equipment; facilitates execution of contracts and MSAs.

• Assists in budget development by updating all budget files, assessing, making appropriate recommendations on expenditure levels and other related financial issues on a monthly basis and based on analysis of previous yearly trends and expenditures.

• Prioritizes needs while troubleshooting conflicts proactively and with urgency; makes judgments and recommendations to ensure smooth day-to-day operations; follow through on projects to successful completion, often with deadline pressures.

• Completes a broad variety of administrative tasks that facilitate the CCO’s ability to operate and lead the function effectively using JAX's systems, tools and procedures, including, but not limited to:

  Prepares approvals of time off and other requests in web-based management system; updates calendars accordingly.

  Provides updates from meetings the EA II attends without the CCO and prepares any necessary next steps.

  Manages calendars and expense reports for Communications and Marketing leadership as needed.

  Assists the Chief Communications Officer with budget management, including, but not limited to working with assigned financial analyst, regularly monitors budgets to ensure accuracy in allocation and adherence to budget commitments, prepares off-cycle budget requests, processes and submits POs and invoices on a timely basis, and conducts monthly review to reconcile any outstanding items.

  Serves as approver of POs and invoices for other team members as delegated.

  Interacts with vendors and managers to ensure accuracy of scope of work and agreements for POs and invoices

• Works closely with the CCO in preparation for upcoming commitments and anticipates needs in advance of meetings, presentations, activities and events.

• Independently creates correspondence that may require interpretation and application of policies.

• Performs other related duties as needed and assigned.

Knowledge and Skills

• Proven ability to handle confidential information with discretion.

• Knowledge of administrative processes as would typically be acquired through work experience in a professional business environment working with senior level management.

• Writing, proofreading and editing skills sufficient to compose and review complex and executive level correspondence.

• Relationship management with vendors.

• Proficient with MS Office, conferencing platforms (e.g., Zoom, Teams, etc.), and enterprise programs (e.g., HRIS, financial systems, travel programs, etc.).

• Financial acumen to assist with budget development and monitoring; prior experience preparing budgets preferred.

• Demonstrated success in managing multiple projects to successful completion with demanding deadlines and changing priorities.

• Demonstrated ability to work collaboratively, lead, and administer projects of organization-wide importance.

• Excellent project and event management skills.

• Strong interpersonal skills to work in a high-profile environment requiring discretion, judgment, tact, and diplomacy.

• Must be flexible and available for after-hours support.

• Demonstrated experience building rapport and working effectively with a broad group of stakeholders including staff, leaders, Trustees and external partners.

• Strong attention to detail with a proven ability to meticulously review and edit communications and materials for accuracy, grammar and clarity; Skilled in ensuring all documents are free of errors before final submission.

• Ability to effectively problem solve, anticipating needs and proactively addressing challenges;

• Ability to be self-directed and motivated while working as a team player.

• A deep understanding of the CCO role, the communications and marketing function, all associated responsibilities and direct experience in a similar setting is strongly preferred.

Education and Experience

• Bachelor’s degree preferred with five to eight years of EA experience.

Application Requirements

All applications must include an updated resume and a cover letter that includes an example of a time when you handled unexpected shifts in priorities while maintaining accuracy and managed timelines. Applications without a cover letter will not be considered.

Compensation Range: $65,018 - $108,857 based on total years of related 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 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.