Executive Assistant

TREELINE INC•Chester, ME

2h•Onsite

About The Position

The Executive Assistant serves as a strategic partner to the President and Founder, helping maximize leadership effectiveness across a complex, multi-division organization. The successful candidate will coordinate projects, improve communication flow, manage priorities, support strategic initiatives, and gradually assume increasing responsibility for day-to-day operational coordination. The ideal candidate is highly organized, proactive, emotionally intelligent, and capable of building strong relationships throughout the organization. They are comfortable working with both frontline employees and senior leaders and can navigate a dynamic environment with professionalism and discretion.

Requirements

Bachelor’s degree in related field or equivalent combination of education, training, and relevant work experience
5+ years of executive support, operations, project management, or business administration experience.
Exceptional organizational and time management skills.
Strong written and verbal communication abilities.
High level of integrity and discretion.
Proficiency with Microsoft Office and modern business software.
Ability to manage multiple priorities and changing demands.
Strong problem-solving and critical-thinking skills.
Teachable, motivated attitude
High School Diploma
Valid Driver’s license

Nice To Haves

Experience supporting a business owner, CEO, or senior executive.
Experience in a multi-division or entrepreneurial company.
Background in operations, project management, or business administration.
Experience coordinating teams and driving accountability.
Familiarity with organizational development, continuous improvement, or employee-centered leadership models.
Highly proactive and self-directed.
Curious and eager to learn the business.
Calm under pressure.
Detail-oriented without losing sight of the bigger picture.
Comfortable interacting with employees at all levels.
Skilled at building trust and relationships.
Adaptable and willing to grow with the organization.
Passionate about helping people and organizations succeed.

Responsibilities

Manage the President's calendar, appointments, meetings, and travel.
Prioritize incoming requests, communications, and commitments.
Prepare agendas, meeting materials, reports, and presentations.
Draft correspondence, announcements, and internal communications.
Track action items and ensure follow-through on commitments.
Serve as a gatekeeper and facilitator for leadership communications.
Assist in coordinating activities among Treeline's six divisions.
Monitor key projects and strategic initiatives.
Track deadlines, priorities, and organizational commitments.
Support problem-solving efforts by gathering information and coordinating stakeholders.
Help improve systems, workflows, and administrative processes.
Facilitate communication between division leaders and executive leadership.
Assist with strategic planning processes and growth initiatives.
Conduct research and prepare briefing materials for new opportunities.
Support acquisition, expansion, and development projects as needed.
Maintain project tracking systems and implementation plans.
Help ensure organizational alignment around strategic priorities.
Coordinate leadership meetings and company-wide events.
Prepare agendas and record key decisions and action items.
Follow up with responsible parties to ensure accountability.
Help maintain transparency and communication throughout the organization.
Support Treeline's transition toward a shared leadership culture.
Help facilitate communication between leadership and employees.
Assist with employee recognition, engagement, and organizational initiatives.
Model professionalism, collaboration, and respect in all interactions.
Organize and maintain executive files, records, and documentation.
Develop and improve administrative systems and procedures.
Manage confidential information with the highest level of discretion.
Assist with special projects as assigned.