Executive Assistant

Cary Medical Center•Caribou, ME

About The Position

The Executive Assistant to the CEO provides high-level administrative, organizational, and strategic support to Cary Medical Center’s senior leadership team. The role requires professionalism, discretion, and judgment in managing complex calendars, communications, board-related activities, and executive initiatives. The Executive Assistant is a trusted partner to the Administrative Team, supporting efficient operations, coordination, and communication across the organization. The position provides comprehensive administrative support to the CEO and Administrative Team, coordinates Board of Directors and committee activities, facilitates communication and follow-through on executive priorities, and handles confidential information. It also supports special projects, organizational planning, filing and record retention, continuous improvement, and arrangements for hospital activities. This is a full-time, non-exempt position with core hours of 0800 to 1630, Monday through Friday. The stated pay range is $23.00–$35.00 per hour. Starting pay depends on factors including experience, education, certifications, internal equity, and market conditions.

Requirements

An associate’s degree or higher in Business Administration, Healthcare Administration, or a related field is preferred.
A minimum of five years of progressively responsible administrative experience, including direct support of senior executives, is preferred.
Strong organizational, time-management, and multitasking skills.
Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, and technology.
Strong written and verbal communication skills and meticulous attention to detail.
Ability to manage sensitive situations with professionalism, discretion, and sound judgment.
Strong interpersonal skills and the ability to work effectively with individuals at all organizational levels.
Availability to work core hours of 0800 to 1630, Monday through Friday.

Nice To Haves

Prior experience in a healthcare or highly regulated environment is strongly preferred.
An associate’s degree or higher in Business Administration, Healthcare Administration, or a related field is preferred.
A minimum of five years of progressively responsible administrative experience, including direct support of senior executives, is preferred.

Responsibilities

Provide administrative support to the CEO and Administrative Team, confirming priorities and managing competing demands.
Manage complex executive calendars, including internal and external meetings, travel arrangements, and executive commitments.
Prepare, proofread, and distribute executive correspondence, reports, presentations, and briefing materials; prepare and maintain technology during board meetings.
Serve as a primary point of contact between the C-suite and internal and external stakeholders, using tact, diplomacy, and confidentiality.
Coordinate Board of Directors and committee meetings, including scheduling, agenda preparation, materials distribution, minute-taking, and setting up and maintaining AV equipment.
Maintain official board records, resolutions, and governance documentation in compliance with organizational and regulatory standards.
Assist executives with follow-up actions related to board and committee meetings.
Facilitate communication between executive leadership, medical staff, department leaders, and external partners.
Track executive action items and ensure timely follow-through on initiatives and strategic priorities.
Support organizational events, executive forums, and leadership meetings as needed.
Handle sensitive and confidential information with discretion; anticipate executive needs, proactively address issues, and exercise independent judgment within established authority.
Protect the confidentiality of files and information from the offices of the CEO and COO, and comply with local, state, and federal laws and regulations.
Assist with special projects, strategic initiatives, and organizational planning efforts as assigned.
Maintain electronic and paper filing systems for accuracy, accessibility, and compliance with record retention standards.
Support continuous improvement efforts related to executive operations and administrative processes.
Arrange hospital activities, including meeting room and meal reservations as required.