EXECUTIVE ASSISTANT

Cary Medical Center • Caribou, ME

12d • $23 - $35

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 while managing complex calendars, communications, board-related activities, and executive initiatives. The Executive Assistant is a trusted partner to the Administrative Team, helping ensure efficient operations, coordinated activities, and effective communication across the organization.

Requirements

• Associate’s degree or higher in Business Administration, Healthcare Administration, or a related field preferred.
• Minimum of five years of progressively responsible administrative experience, including direct support of senior executives preferred.
• Prior experience in a healthcare or highly regulated environment strongly preferred.
• Exceptional 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 with meticulous attention to detail.
• Ability to manage sensitive situations with professionalism, discretion, and sound judgment.
• Strong interpersonal skills and ability to work effectively with individuals at all organizational levels.

Nice To Haves

• Associate’s degree or higher in Business Administration, Healthcare Administration, or a related field.
• Five years of progressively responsible administrative experience, including direct support of senior executives.
• Prior experience in a healthcare or highly regulated environment.

Responsibilities

• Provide comprehensive administrative support to the CEO and Administrative Team, confirming priorities and managing competing demands.
• Manage complex executive calendars, including scheduling 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, exercising tact, diplomacy, and confidentiality.
• Coordinate Board of Directors and committee meetings, including scheduling, agenda preparation, materials distribution, minute-taking, and setup and maintenance of 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.
• Ensure 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, ensuring 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.

Benefits

• Comprehensive benefits package including health, dental, vision, retirement, and paid time off.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree