Executive Administrative Assistant | Portland, ME | 32-Hours

InterMed PA•Portland, ME

11d

About The Position

CORE RESPONSIBILITIES: Performs scheduling function for various meetings, including maintaining calendars, inviting/confirming attendees for meetings, booking conference rooms, ordering/picking up food when necessary and traveling to other locations as needed Provides administrative support to various Board Committees, as needed Maintains electronic filing system to allow for organized retention of and reference to important corporate records, documents and information Maintains exceptional record keeping and tracking system of Shareholder Progressions and Officer Terms Oversees and maintains inventory of office supplies and associated administrative suite/kitchen supplies Initiates IT and Facilities help desk tickets and tracks progress until resolved Collects and codes receipts and invoices for the Executive Suite Collaborates effectively with other Administrative and Executive Assistants, including providing staffing coverage, as needed Performs various other duties and projects assigned Maintains strict confidentiality in alignment with HIPAA (Health Insurance Portability and Accountability) guidelines and InterMed policies Perform other duties to support the mission, vision and values of InterMed MISSION AND VALUES: Follows InterMed's mission to provide patient-centered primary care, putting the patient first to deliver high quality, high value care. Provide the highest quality care to our patients with a level of service that exceeds their expectations. Maintain a positive attitude and always treat our patients and each other with dignity and respect. Insist on honesty and integrity from each other and our business partners. Make teamwork a core component of our relationships between physicians, staff, and patients. Embrace change to better serve our patients. Use business practices that feature individual accountability and group responsibility to ensure delivery of high value healthcare. Have fun as we carry out our mission to serve. KNOWLEDGE, SKILLS, AND ABILITIES: · Education: Associate's Degree preferred · Experience: 3 years of previous administrative experience required Executive-level administrative support experience preferred Problem solve to find solutions to barriers that may impede progress Excellent communication skills: listening, oral and written Demonstrated ability to communicate and work effectively with all levels of employees Able to handle sensitive information and maintain confidentiality Ability to prioritize, organize, and plan work independently Ability to make decisions using sound judgment Strong computer skills; Microsoft Word, Excel, Access, and PowerPoint Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Requirements

3 years of previous administrative experience required
Excellent communication skills: listening, oral and written
Demonstrated ability to communicate and work effectively with all levels of employees
Able to handle sensitive information and maintain confidentiality
Ability to prioritize, organize, and plan work independently
Ability to make decisions using sound judgment
Strong computer skills; Microsoft Word, Excel, Access, and PowerPoint

Nice To Haves

Associate's Degree preferred
Executive-level administrative support experience preferred
Problem solve to find solutions to barriers that may impede progress

Responsibilities

Performs scheduling function for various meetings, including maintaining calendars, inviting/confirming attendees for meetings, booking conference rooms, ordering/picking up food when necessary and traveling to other locations as needed
Provides administrative support to various Board Committees, as needed
Maintains electronic filing system to allow for organized retention of and reference to important corporate records, documents and information
Maintains exceptional record keeping and tracking system of Shareholder Progressions and Officer Terms
Oversees and maintains inventory of office supplies and associated administrative suite/kitchen supplies
Initiates IT and Facilities help desk tickets and tracks progress until resolved
Collects and codes receipts and invoices for the Executive Suite
Collaborates effectively with other Administrative and Executive Assistants, including providing staffing coverage, as needed
Performs various other duties and projects assigned
Maintains strict confidentiality in alignment with HIPAA (Health Insurance Portability and Accountability) guidelines and InterMed policies
Perform other duties to support the mission, vision and values of InterMed