Job Summary:

Provides full suite of administrative support, using independent judgment to determine priority and sensitivity, for multiple executive level managers, including board committees, under the direction of executive leader and Assistant to Chief Executive Officer.

Job Description:

The Work

As the Executive Assistant, you will provide high-level support to the Chief Officers, ensuring the smooth and professional management of their daily business activities.

You will

Oversee day-to-day operations of the Chiefs’ offices, acting as the primary point of contact for internal and external stakeholders.

Draft, prepare, and distribute confidential personnel, financial, operational, and board committee correspondence, reports, and other communications.

Receive and screen visitors and telephone calls in a professional, polished manner, exercising sound judgment in prioritizing matters.

Coordinate and maintain complex calendars, scheduling meetings, conferences, travel arrangements, and special events.

Anticipate needs by preparing background materials, agendas, presentations, and follow-up documentation.

Manage special projects as assigned, including research, reporting, forecasting,

and conflict resolution.

Foster relationships across departments and external partners while upholding the highest level of confidentiality.

You Have

3–5 years of administrative experience, including at least 2 years supporting executives (Executive Assistant, Office Manager, or comparable role required).

Strong written and verbal communication skills, with the ability to draft professional correspondence and reports.

Proven ability to manage multiple priorities and deadlines with accuracy, discretion, and attention to detail.

Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and adaptability to new software tools.

Excellent organizational skills, resourcefulness, and a proactive approach to problem-solving.

Bachelor’s degree preferred; equivalent experience considered.

You Get

The opportunity to work alongside senior leaders and play a critical role in advancing the organization’s mission and priorities.

A dynamic work environment where your skills in organization, communication, and confidentiality directly support executive decision-making.

Exposure to board-level operations, strategic initiatives, and cross-departmental collaboration.

A professional setting where initiative, discretion, and excellence are recognized and valued.

Scheduled Weekly Hours:

40

Scheduled Work Shift:

Job Exempt:

Yes

Benefits:

Supporting all aspects of our employees’ wellness – physical, emotional and financial – is a critical component of being a great place to work. With the wide range of benefits and programs available, employees have the resources they need to be well at every stage of life and plan for the future.

Physical Wellness:

• We offer quality health, dental, and vision benefits and wellness programs and resources to provide employees access to resources for a healthy lifestyle and help manage health care costs.
• Employees have access to industry-leading leave for new parents.
• A generous earned time plan is offered to all employees - We believe employees need and deserve time away from work to observe holidays, be with family, go on vacation, or simply take care of themselves.

Emotional Wellness:

When life gets challenging, employees have access to our Employee Assistance Program for employees and anyone in their household.

Financial Wellness:

• An employee discount program is available to all employees for services provided by MaineGeneral Medical Center.
• Tuition Reimbursement is available to all employees to further develop skills and career.
• We offer eligible employees up to 2% of eligible pay in 403(b) company-matching contributions plus another 2% in the 401(a) retirement income plan.
• Three insurance plans are available to protect your family from the sudden loss of income in the event of your death, terminal illness or serious injury from accident.
• We offer both short-term and long-term disability insurance to replace a portion of your income if you become disabled and cannot work for a period of time.

Career Mobility:

Helping our employees develop their skills and grow their careers is critical to how we retain our talent and sustain our business. We do this by offering our teammates a variety of leadership-supported programs and learning and development resources for every stage of their professional development. We know that our employees are our most valuable resource – they’re how we grow our business and care for our community.

Equal Opportunity Employer M/F/Vet/Disability Assistive technologies are available. Application assistance for those requesting reasonable accommodation to the career site is available by contacting HR at (207) 861-3440 .