Executive Assistant

At Central Maine Healthcare our team members are committed to providing exceptional care and experiences for our community and for each other every day.

Central Maine Health Care is seeking an Executive Assistant to join our team!

Position Summary:

Under general supervision, provides support and assistance to the Operations Team Leader/Vice President(s) to ensure effective use of time and productive interactions with staff. Responsible for schedule management, office management, communication liaison, information preparation, company records management, data analysis, and representing the leader to others. Schedules and coordinates meetings, prepares meeting agenda, attends committee meetings, and takes minutes and transcribes minutes. Handles confidential information and communications. Full comprehension of company operations and procedures.

Education and Experience:
• Associates or Bachelor’s Degree Preferred. Concentration in Business Administration, Health Administration or related field preferred.
• Three years or more experience as an administrative assistant or other relevant administrative support experience. Preferably in a dynamic, fast paced environment.
• Healthcare experience preferred.
• In depth understanding of entire MS Office suite (must be proficient in Outlook, Word, Excel, PowerPoint, Smartsheets)

Essential Duties:
• Greets visitors and helps facilitate meetings with the Vice President.
• Provides real-time scheduling support by booking appointments and calendaring to avoid time constraint conflicts, anticipate leader’s needs while coordinating and supporting special events and tasks to ensure day-to-day assignments are completed in a timely and appropriate manner, and expected outcome goals are met. Aware of future obligations and coordinates as appropriate.
• Answers phones and routes calls to appropriate team members.
• Interacts with all levels of administration and team members in all entities on various issues, answers general questions and refers all other questions/inquiries to appropriate team members.
• Performs daily activities such as preparation of daily folder and meeting materials and monthly expense reports.
• Interacts with all levels of administration and team members in all entities on various issues, answers general questions and refers all other questions/inquiries to appropriate team members.
• Responsible for time management. Can adjust and adapt to changing schedules and timelines.
• Organizes project-related meetings, including the creation of agendas, preparation of materials, taking meeting minutes, and report outs while meeting the expected timelines of the leader and meeting charter.
• Verifies that all audio visual requirements, food arrangements, seating and setup are appropriate and completed prior to the start of every meeting or event.
• Types, transcribes, proofreads, and composes correspondence, reports, etc. from notes, drafts within leader/charter expectations.
• Attends the system administrative support monthly meetings
• Handles and monitors multiple project deliverables and timelines; notify the appropriate project sponsor and/or lead when issues arise.
• Supports projects that are led by the Operations Leader, documents and creates material as needed.
• Maintains and continually develops competence with office technology.
• Attentive to the value of staying under budget while planning event specifications. Performs job duties in a manner that maximizes expense control.
• Prepares financial statements, reports, memos, invoice letters, and other documents.
• Maintains departmental records, files, and procedure manuals.
• Files and retrieves c records, documents, and reports.
• Coordinates travel arrangements.
• Process expense reimbursements and invoices.
• Supports the time and attendance procedures.
• Opens, reviews, and distributes incoming mail.
• Performs office duties that include ordering supplies and managing a records database.
• Maintains confidentiality.
• Complies with all organizational policies and practices.
• Attends training courses provided by the organizations as necessary.
• Performs other duties as assigned.
 

If you are passionate about making a difference and are looking for your next great career opportunity, we look forward to reviewing your application!