Executive Assistant

Join us as we work to create a thriving ecosystem that delivers accessible, high-quality, and sustainable healthcare for all.

Executive Assistant

Position Summary

Support senior leaders and teams by coordinating essential administrative and operational activities that keep work moving efficiently. The Executive Assistant manages calendars, schedules meetings, coordinates travel, and handles day‑to‑day tasks that enable leadership focus and productivity. This role also supports cross‑functional coordination and project-related activities to improve team operations. This position follows a hybrid work model. This role reports to a Vice President or Executive Director within the combined R&D/Operations organization and is based in Belfast, ME.

About the Team

The R&D / Ops organization focuses on building and improving products that support healthcare providers and patients. Teams collaborate across product management, engineering, and operations to deliver reliable and scalable solutions. The Executive Assistant partners closely with leadership and team members to support coordination, communication, and daily workflow needs. The team uses tools such as Microsoft Office, collaboration platforms, and internal systems to stay organized and connected.

Essential Job Responsibilities

• Manage executive calendars, including scheduling meetings and resolving conflicts

• Coordinate meeting logistics, including agendas, materials, and follow‑up actions

• Arrange travel plans, including itineraries and related logistics

• Process expense reports, invoices, and purchase orders accurately and on time

• Prepare and format reports, presentations, and other documents as needed

• Track and follow up on incoming requests to ensure timely resolution

• Communicate with internal and external stakeholders in a clear and professional manner

• Support cross‑functional coordination and administrative aspects of team initiatives

• Maintain organized records and documentation for team activities

• Use AI-enabled tools (such as document drafting, meeting summaries, or scheduling support) to improve efficiency, while reviewing outputs for accuracy and making adjustments as needed

Additional Job Responsibilities

• Assist with planning team events, meetings, or offsites

• Support onboarding activities for new team members

• Contribute to process improvements that enhance team efficiency

• Maintain familiarity with internal policies and procedures

• Provide administrative support for special projects as needed

Expected Education & Experience

• Associate’s degree or equivalent practical experience (preferred)

• 3+ years of experience in an administrative, executive assistant, or coordination role

• Strong written and verbal communication skills

• Ability to manage multiple priorities and meet deadlines

• Experience coordinating schedules and managing calendars

• Proficiency in Microsoft Office tools (Outlook, Word, Excel, PowerPoint, Teams, SharePoint)

• Ability to build and maintain effective working relationships with stakeholders

• Experience learning and using new tools or systems (e.g., project tracking or collaboration tools)

• Ability to handle sensitive information with discretion and professionalism

• Strong organizational skills and attention to accuracy

Expected Compensation

The base salary range shown reflects the full range for this role from minimum to maximum. At athenahealth, base pay depends on multiple factors, including job-related experience, relevant knowledge and skills, how your qualifications compare to others in similar roles, and geographical market rates.  Base pay is only one part of our competitive Total Rewards package - depending on role eligibility, we offer both short and long-term incentives by way of an annual discretionary bonus plan, variable compensation plan, and equity plans.