Executive Assistant

Martin’s Point Health Care•Portland, ME

27d•Hybrid

About The Position

The Executive Assistant (EA) partners with a member(s) of the MPHC Executive Management Team to ensure commitments, priorities, and responsibilities are executed on time. Serving as the primary point of contact for their executive; managing their complex calendar, exercising judgment on scheduling their time with internal and external constituents as well as the Martin’s Point Board of Directors. Anticipates and follows through on items to completion. Handles confidential/high priority information with a calm, professional manner, which reflects positively on the executive office. The EA is responsible for meeting preparation, including but not limited to drafting agendas, ensuring completion of tasks, and follow up on assignments and overall meeting set up is thorough. The EA team works together to assist in communication and organization of The Executive Management Team and their collective projects and priorities. This role is distinguished from the Administrative Coordinator II by its support and reporting relationship to a Chief level executive, as well as the complexity of work, degree of supervision received, and the level of autonomy.

Requirements

Associate Degree or combination of relevant education and experience.
6+ years administrative experience in a business office environment including experience supporting senior level leader position
Expertise with Outlook calendaring
Demonstrates an understanding of and alignment with Martin’s Point Values.
Strong interpersonal and relationship building skills both with internal and external customers.
Comfort with all levels of management and employees
Collaborative and team oriented
Emotional maturity
Professional and calm under pressure
Ability to handle confidential and sensitive information in a discreet and professional manner.
Demonstrated organizational skills with a high degree of attention to detail and meeting deadlines to effectively complete projects despite continuous interruptions.
Forward thinker who can anticipate needs and propose solutions
Demonstrated experience with Outlook and multiple calendar scheduling.
Excellent administrative skills including editing and composing of emails, letters, etc.
Ability to communicate effectively verbally and in writing.
Ability to prioritize/reprioritize daily work, work independently and complete work in a timely fashion.
Ability to work outside of traditional hours when necessary.
Excellent technology skills and proficiency in MS Office including PowerPoint, Word and Visio.

Nice To Haves

Bachelor Degree preferred.
Experience in a health care/managed care organization preferred.
Event planning and coordination experience preferred.

Responsibilities

Acts as the primary point of contact by managing and maintaining calendar in Microsoft Outlook, applies understanding of executive and MPHC priorities when scheduling meetings for the executive
Takes minutes from meetings, identifies action items and schedules reminders for the executive and/or committee
Coordinates the executive’s meetings including but not limited to; agenda preparation, securing meeting space, anticipating and gathering needed materials, meals, AV.
Prioritizes and redirects/forwards phone calls; manages call-back list; responds to callers with routine requests, as well as those requiring additional research and investigation
Prepares travel arrangements and creates detailed itineraries and arrange meetings with outside guests; may also arrange travel for guests
Organizes and maintains confidential files (electronic and paper) for the Executive
Manages the Executive’s accessibility and open lines of communication with staff; interfaces with internal and external customers
Appropriately handles all incoming mail and email for the Executive, including proofreading and editing correspondence, and initiates draft correspondence.
Meets regularly with Executive to review status of projects; plan key events, meetings and upcoming travel; prioritize open action items.
Acts as a "barometer," having a sense of issues taking place in the organization and keeping the executive updated.
Collaboratively performs research, collects materials, and maintains files which include relevant articles, and other information used by the Executive in communications;
Provides support and acts as back up for others on the EA team; work on special projects in other areas of the organization as determined by the Executive
Interacts and communicates with all levels within the company; develops effective networks of peers throughout MPHC
Prepares, reviews, submits and tracks Executive’s expense reports, credit card reconciliation, mileage reimbursement, and earned time off
Helps maintain department budget by coding items timely and correctly; has a general understanding of the budget and keeps manager informed of unexpected costs.
Works collaboratively with the EA team to cover and maintain executive office including phones (8am-5pm), kitchen supply replenishment, meal coordination, and office supply ordering.
Collaborates closely with peers to understand and enhance the value of the EA role and the Administration Professional role throughout MPHC
Other duties at assigned
Have a good understanding of hybrid meeting technology and how best to facilitate a hybrid meeting; keep up with trends in hybrid meeting technology
Be a sound board for all of the Executives in a confidential manner
Plan large scale events for your Chief and as need in other areas of the organization on and off property with special attention to detail