We are a private practice Optometry office with seven locations throughout southern and central Maine looking to grow our team!

Summary / Objective

As the Executive Assistant, you will play a crucial role in the smooth functioning of the organization by providing comprehensive support to the leadership team. You will work closely with the Executive Director, Finance Director, Optical Director, and Regional Directors to ensure that they have the necessary resources and assistance to carry out their day-to-day tasks effectively. In addition, you will collaborate with other cross-functional teams to identify areas of improvement in existing processes and procedures and provide valuable insights to enhance organizational efficiency and productivity. Your contribution will be essential in ensuring that the organization runs smoothly and achieves its goals effectively.

Essential Functions

• Administer HR operations processes including but not limited to supporting the recruitment and selection process for all departments (job postings, screening applicants, scheduling interviews), employee onboarding, offboarding, recordkeeping, and data management
• Assists with weekly staff schedules, processing timecards and PTO requests
• Serve as a resource to employees on policies, procedures, and benefits programs, including leaves of absence and FMLA
• Take inventory and order office supplies as needed
• Assists in the coordination of events and employee engagement initiatives
• Maintains and demonstrates knowledge and understanding of patient privacy rights under HIPAA guidelines
• Other duties as assigned

Qualifications

• Bachelor’s degree in Business Administration, Human Resource Management, or other related field preferred
• 1-2 years of experience in HR or operations preferred
• Experience with HRIS systems (ADP preferred) and/or data management
• Excellent communication and interpersonal skills
• Ability to work effectively in a team environment and independently
• Demonstrated ability to maintain confidentiality and handle sensitive information
• Proficiency in Microsoft Office applications, including Excel, Word, and PowerPoint

What We Offer:

• Competitive starting pay - pay is commensurate with experience
• 401K retirement savings plan
• Health insurance
• Paid vacation time
• And even more benefits!