Executive Assistant

Northern Light Eastern Maine Medical Center

Department: Hospital and Other Admin

Position is located: Bangor, Maine

Work Type: Full Time \ 40 Hours per week \ 8:00 am to 4:30 pm

Requirements: Associate's Degree & 2 years of Administrative Experience

Summary: The Executive Assistant is responsible to perform office and administrative support for the assigned senior vice president(s) and ensures work related issues are addressed in a confidential, cordial, and efficient manner. The EA coordinates the majority of the daily activities of the Senior VPs and oversees or conducts special projects independently as assigned. The work environment can be stressful, and the position has a high degree of visibility within Northern Light Health. This position will provide high-level administrative support by conducting research, preparing statistical reports, PowerPoint presentations, managing confidential information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, meetings, and managing the executives' calendars. May be assigned to support Board committees, attend Board meetings, prepare PowerPoint and other material for Board meetings, interact with Board members. May be responsible to delegate tasks and prioritize work of others to complete tasks assigned. For example, may be responsible to coordinate presentations and gather content from others in order to meet deadlines.

Responsibilities:

• Answers phones, emails, and instant messages, prioritizes incoming mail and routes questions or messages in proper direction, or if appropriate, answers question. Develops process to ensure questions are routed appropriately and closure of inquiries has been met.
• Works with visitors to arrange their visit and where applicable, assists with onsite meetings.
• Schedules appointments, meetings (including web-based meetings, e.g., Zoom and Microsoft Teams) and vendor presentations to maximize time and availability, assuring time schedules are maintained accurately and efficiently. Evaluates meeting requests and prioritizes based on executive’s direction and personal knowledge of strategic importance of subject matter.
• Works as Event Planner for off-site meetings, overseeing the venue contracts, catering, AV, and speakers as needed.
• At the direction of the executive, assists with the preparation of materials and presentations for meetings including Leadership Council and board meetings presentation material.
• Coordinates executive’s travel plans including hotel, airfare, ground transportation, and registrations.
• Manages corporate credit card account making discretionary purchases as needed to run the executive’s office including monthly reconciliation of account. Ensures proper accounting for purchases.
• Proactively creates documents needed by executive for review and disseminates the information and reports appropriately.
• Assists executive in goal tracking.
• Compiles reports for executive, and organization as requested.
• Attends meetings as requested to record minutes. Compiles, transcribes, and distributes minutes of meetings.
• Maintains files and databases of pertinent information. Uses discretion to purge and/or store files as appropriate.
• Develops and maintains a process to ensure timely policy review/renewal according to the policy standards.
• Initiates, manages, and reviews the budget preparation process and reports. Gathers and analyzes the data needed for upcoming budget. Reports for any compliance issues.
• As a proxy for and under the supervision of executive, enters, edits, and approves employee changes in Infor as directed.
• As a proxy for and under the supervision of executive, processes bi-weekly payroll for employees reporting to the executive and processes payroll corrections as appropriate. Assures payroll requests for his/her executives are appropriately submitted to the office of the President
• Maintains a safe environment complying with NLH policies and procedures; reports and directly addresses environmental hazards and violations of patient safety policy and/or protocol when involved or observed.
• Prioritizes and manages internal and external correspondence, communications, and mail. Ensures the Senior VPs are made aware of all matters that require prompt follow-up and action.
• Other Duties as assigned

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Associate (Required)

Experience:

• Executive Assistant: 2 years (Required)

Ability to Relocate:

• Bangor, ME 04401: Relocate before starting work (Required)

Work Location: In person