About the position
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.
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.
- 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.
- 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.
- Initiates purchase requisitions for supplies, services, and equipment; facilitates execution of contracts and MSAs.
- Assists in budget development by updating all budget files and making appropriate recommendations on expenditure levels.
- Prioritizes needs while troubleshooting conflicts proactively and with urgency.
- Completes a broad variety of administrative tasks that facilitate the CCO’s ability to operate and lead the function effectively.
- 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 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.
- Independently creates correspondence that may require interpretation and application of policies.
- Performs other related duties as needed and assigned.
Requirements
- 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.
- 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), and enterprise programs (e.g., HRIS, financial systems).
- 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.
- 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.
- Strong attention to detail with a proven ability to meticulously review and edit communications and materials for accuracy.
- 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, and direct experience in a similar setting is strongly preferred.
Nice-to-haves
- Bachelor’s degree preferred with five to eight years of EA experience.
Benefits
- Compensation Range: $65,018 - $108,857 based on total years of related experience.
