EXECUTIVE ADMINISTRATIVE ASSISTANT
About The Position
The Executive Administrative Assistant reports to the President of Versant Power and provides senior executive administrative support, optimizing the executive’s time by preparing and assisting with meetings, presentations, and organizational processes. The role acts as a liaison between Versant Power’s Executive Leadership Team and ENMAX Corporation’s CEO and Executive Assistants, and collaborates to ensure consistency with processes and policies. The position requires confidentiality and discretion while handling sensitive financial and personnel information. It coordinates executive team activities, meeting logistics, correspondence, presentations, communications, budgeting and purchasing processes, and confidential management meetings. The role also reviews operating practices, supports process improvements, collaborates on projects, shares organizational information, and may provide informal coaching to team members. Other related duties may include designated responsibilities associated with Storm Restoration. The position is based in Bangor. Work is Monday through Friday, with 40–50 hours commonly experienced; irregular hours and off-hour emergency monitoring are anticipated. Local travel and work in inclement weather may be required. The role is primarily stationary, with some walking, standing, and driving. Salary is commensurate with experience and qualifications.
Requirements
- Bachelor’s degree in business administration, communications, organizational leadership, or a related field, with at least 5 years of progressively responsible experience supporting senior executives; or an equivalent combination of education and experience with at least 8–10 years of progressively responsible executive administrative experience, including significant experience supporting a President, CEO, or other senior executive.
- Highly skilled in Microsoft Office products, with practical ability to create high-level presentations and review and organize budgets and analytical data.
- Knowledge of budgetary processes.
- Ability to think strategically and work with minimal supervision.
- Ability to make decisions amid ambiguity and maintain momentum.
- Proactive approach to tasks, information sharing, and escalating issues for resolution or visibility.
- Effective communication skills.
- Integrity, continuous improvement, and willingness to embrace and promote change.
- Ability to develop self and others and work collaboratively.
- Ability to make and act on decisions aligned with corporate strategy.
- Valid Maine driver’s license.
- Strong concentration and organizational skills, with excellent oral and written communication skills.
Responsibilities
- Maintain confidentiality and discretion when handling sensitive financial, personnel, competitive, and labor-relations information.
- Coordinate day-to-day executive team activities and meeting logistics, including background research, appointment balancing, travel arrangements, and catering.
- Screen, prioritize, process, and proactively respond to the executive’s email and correspondence.
- Prepare correspondence, reports, presentations, and internal communications; review materials for consistency and accuracy before they are provided to the President for Board and ELT meetings.
- Read, research, and route correspondence; collect and analyze information; initiate communications; and manage incoming calls to conserve the executive’s time.
- Track the departmental budget, contribute to budget planning, distribute monthly reports, and maintain current expenditure records.
- Perform purchasing-process tasks, including invoice and payment reconciliation.
- Schedule and attend confidential management meetings, prepare agendas, and transcribe or distribute minutes as needed.
- Review operating practices, implement improvements, address inefficiencies, and resolve challenges as they arise.
- Collaborate with Versant Power and ENMAX executive teams on assigned projects.
- Help ensure knowledge and information are shared throughout the organization.
- May coach or help develop team members in job duties, career development, technology adoption, and process improvement.
- Develop an understanding of business objectives and collaborate with the team to track and execute them.
- Liaise regularly with the executive leadership team to anticipate and address upcoming priorities and commitments.
- Oversee a support role during transition.
- Perform other related duties as assigned, including designated duties associated with Storm Restoration.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
