Executive Assistant

athenahealth•Belfast, ME

23d•$58,000 - $98,000•Hybrid

About The Position

Support senior leaders and teams by coordinating essential administrative and operational activities that keep work moving efficiently. The Executive Assistant manages calendars, schedules meetings, coordinates travel, and handles day‑to‑day tasks that enable leadership focus and productivity. This role also supports cross‑functional coordination and project-related activities to improve team operations. This position follows a hybrid work model. This role reports to a Vice President or Executive Director within the combined R&D/Operations organization and is based in Belfast, ME.

Requirements

3+ years of experience in an administrative, executive assistant, or coordination role
Strong written and verbal communication skills
Ability to manage multiple priorities and meet deadlines
Experience coordinating schedules and managing calendars
Proficiency in Microsoft Office tools (Outlook, Word, Excel, PowerPoint, Teams, SharePoint)
Ability to build and maintain effective working relationships with stakeholders
Experience learning and using new tools or systems (e.g., project tracking or collaboration tools)
Ability to handle sensitive information with discretion and professionalism
Strong organizational skills and attention to accuracy

Nice To Haves

Associate’s degree or equivalent practical experience

Responsibilities

Manage executive calendars, including scheduling meetings and resolving conflicts
Coordinate meeting logistics, including agendas, materials, and follow‑up actions
Arrange travel plans, including itineraries and related logistics
Process expense reports, invoices, and purchase orders accurately and on time
Prepare and format reports, presentations, and other documents as needed
Track and follow up on incoming requests to ensure timely resolution
Communicate with internal and external stakeholders in a clear and professional manner
Support cross‑functional coordination and administrative aspects of team initiatives
Maintain organized records and documentation for team activities
Use AI-enabled tools (such as document drafting, meeting summaries, or scheduling support) to improve efficiency, while reviewing outputs for accuracy and making adjustments as needed
Assist with planning team events, meetings, or offsites
Support onboarding activities for new team members
Contribute to process improvements that enhance team efficiency
Maintain familiarity with internal policies and procedures
Provide administrative support for special projects as needed