Executive Assistant - Bar Harbor, Maine

Bar Harbor Bankshares•Bar Harbor, ME

1d•Onsite

About The Position

The Executive Assistant provides high-level administrative, organizational, and operational support to the CEO and other members of the Senior Executive Team as needed. The role serves as a trusted partner, facilitating executive priorities, communications, schedules, and business activities. It requires professionalism, discretion, sound judgment, initiative, and the ability to anticipate needs, manage competing priorities, work independently, handle sensitive and confidential matters, and build effective relationships throughout the organization. The position also provides secondary coverage for Corporate Clerk and Director of ESG responsibilities during absences or peak periods, offers Medallion Signature Guarantee and notary services, and performs other duties as requested. This is an in-office position that uses general office equipment. Occasional lifting, carrying, and moving of office supplies and materials may be required. Core hours are 8:00 a.m. to 5:00 p.m.; flexible hours and work exceeding 40 hours may be required based on business needs. The salary range is $70,000 to $100,000, commensurate with experience and qualifications.

Requirements

Advanced proficiency with technology and digital tools, especially Outlook, Word, Excel, PowerPoint, and Zoom.
Exceptional organizational and time-management skills, including the ability to manage complex calendars, competing priorities, and multiple deadlines.
Strong written and verbal communication skills, including the ability to prepare polished, professional correspondence and executive-level materials.
Ability to exercise independent judgment, maintain confidentiality, and handle sensitive situations with professionalism and discretion.
Proactive mindset and ability to anticipate needs, identify issues, and take initiative with minimal direction.
Strong interpersonal skills and ability to interact effectively and confidently with people across a wide range of roles and backgrounds.
Excellent attention to detail, accuracy, and follow-through.
Ability to remain composed, flexible, and solutions-oriented in a dynamic environment with changing priorities.
Strong critical-thinking and problem-solving abilities, including assessing situations, determining next steps, and exercising discretion about matters requiring escalation.
Commitment to professionalism, accountability, collaboration, and exceptional internal and external service.
Ability to travel between various locations for meetings and work as needed.

Nice To Haves

Associate's degree in business administration, communications, or a related field preferred.
Experience supporting senior-level executives, particularly in banking, financial services, or another highly regulated industry, is helpful but not required.

Responsibilities

Provide comprehensive administrative support to the CEO and other executives, managing multiple priorities and ensuring timely execution of responsibilities.
Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including sensitive or confidential matters.
Facilitate communication between the President's office and internal departments, maintaining credibility, trust, and support throughout the organization.
Keep the CEO informed of upcoming commitments and responsibilities, follow up as appropriate, and communicate relevant developments and issues.
Proactively manage complex executive calendars, coordinating meetings, appointments, and commitments in alignment with organizational priorities.
Coordinate executive meetings, leadership sessions, strategic planning activities, and business events, including agendas, materials, logistics, and follow-up.
Coordinate executive travel accommodations, itineraries, transportation, and related logistics as needed.
Prepare, process, and track expense reports, invoices, and other administrative documentation.
Monitor deadlines, commitments, and outstanding action items, providing timely reminders and follow-up.
Use sound judgment to prioritize inquiries and requests and determine matters requiring executive attention.
Draft, edit, and proofread executive correspondence, presentations, reports, and other communications.
Coordinate the preparation, compilation, and distribution of meeting agendas, presentations, reports, and supporting materials.
Maintain organized records of meeting materials, correspondence, and related documentation.
Assist with planning, coordinating, and executing Board of Directors meetings, committee meetings, and other governance activities, including scheduling, meeting technology, accommodations, and follow-up tracking.
Support special projects and strategic initiatives by coordinating activities, tracking progress, gathering information, and facilitating communication.
Develop and maintain organizational systems for records, correspondence, executive materials, and other business information.
Identify opportunities to improve administrative processes, workflows, and efficiencies within the executive office.
Balance the needs of multiple executives by assessing urgency, adjusting schedules, and communicating when competing demands arise.
Comprehend and adhere to federal banking regulations and Bar Harbor Bank & Trust policies and procedures.
Provide secondary coverage for Corporate Clerk and Director of ESG responsibilities during absences or peak periods, including attending and recording minutes for Board and committee meetings, coordinating and uploading materials to BoardVantage, and serving as a point of contact for Board members and shareholders.
Provide Medallion Signature Guarantee services to Bar Harbor Bank & Trust customers at the Corporate Headquarters.
Provide notary services for employees, customers, and non-customers, generally at the Corporate Headquarters.
Travel between various locations for meetings and work as needed.
Perform other duties as requested.