Executive Assistant | Information Technology | Full-Time | South Portland, ME

InterMed, P.A.•South Portland, ME

11d•Onsite

About The Position

The Executive Assistant serves as a key member of the Administrative team to facilitate achieving organizational goals. Working under the general supervision of Chief Strategy & Technology Officer, key areas of focus will be communication, preparing written materials, organizing and synthesizing information, and calendar management.

Requirements

High School Diploma or equivalent required
5+ years of Executive Administrative Assistant experience required
Proven record of establishing credibility with stakeholders at all levels both inside and outside of the organization
Demonstrated ability to communicate and work effectively with all levels of employees
Strong computer skills; Microsoft Word, Excel, Access and PowerPoint
Excellent communication skills: listening, oral and written

Nice To Haves

Associate’s Degree preferred
Previous work experience in a medical setting preferred

Responsibilities

Perform administrative duties for the Chief Strategy & Technology Officer including preparation of documents, spreadsheets, correspondence, presentations and reports, and daily calendar management.
Perform scheduling function for various meetings, including maintaining calendar, inviting/confirming attendees for meetings, booking conference rooms, and ordering food when necessary.
Maintain electronic filing system to allow for organized retention of and reference to important corporate records, documents and information.
Draft minutes, finalize documents, distribute information and facilitate meeting preparation, in a manner that evidences attention to detail and professionalism.
Anticipate team needs and proactively develop processes to track many simultaneous priorities.
Collect and code receipts and invoices for the Strategy & Technology leadership team.
Maintain inventory of office supplies and associated administrative Suite/kitchen supplies.
Collaborate effectively with other Executive Assistants to ensure that Executive Management members have what they need at any of our locations.
Collaborate with the Chief Strategy & Technology Officer to compile various operational, quantitative and qualitative data points into analyses that can be presented to various audiences.
Act as the liaison with the Strategy & Technology Leadership Team to facilitate the coordination of all logistics associated with operational projects across the organization.
Coordinate all aspects of monthly Committee meetings (which may occur before or after hours), including research and data gathering in support of meeting topics, organizing the presentation packet and reference materials, room/meal set-up, completing meeting minutes, and executing/tracking action items, and other associated duties as assigned.
Proactively anticipate needs and meet them.
Problem solve to find solutions to barriers that may impede progress.
Work collaboratively with the executive and management teams, clinical coordinators and providers to ensure effective communication and working relationships.
Independently scope, implement, and track progress on projects without having to consistently be prodded/asked.
Maintain strict confidentiality in alignment with HIPAA (Health Insurance Portability and Accountability) guidelines and InterMed policies.
Perform other duties to support the mission, vision and values of InterMed.