Executive Assistant

at Northern Light Health in Brewer, Maine, United States

Job Description

The compensation range listed reflects the range Northern Light Health anticipates relying on in setting the wages for the position. The range may not necessarily include all additional compensation elements available, such as differentials, incentive programs and benefits.

Northern Light Health

Department: Marketing and Communications

Position is located: Cianchette Professional Blding

Work Type: Full Time

Hours Per Week: 40.00

Work Schedule: 8:00 AM to 4:30 PM

Summary:

Reporting directly to the Vice President, Executive Services, the Executive Assistant to an Executive Vice President (EVP) must be highly organized, exercise exceptional discretion with sensitive information, and function as a central liaison between the EVP, other Northern Light Health executives, board members, and external partners. Maintains a close and highly responsive relationship regarding day-to-day office management activities with the EVP, acts as a liaison to the EVP’s direct reports and facility-level executive teams; organizes and coordinates executive outreach and external relations efforts; oversees special projects. Work requires knowledge and understanding of the institution’s mission and vision, strategic plan, financial sustainability efforts, programs, and procedures.

Using critical thinking skills, this position works independently on projects, from conception to completion, exercising confidentiality, professionalism, and discretion. Demonstrates commitment to continuous quality improvement and to providing outstanding service to internal and external stakeholders and maintaining an overall standard of excellence for the Office of the EVP. Improves efficiency by supporting the organization’s strategic priorities, managing day-to-day tasks thereby providing executive leadership focus on strategic decision-making. Prioritizes important communications or tasks to support seamless workflows for executives, customers, and colleagues.

Demonstrates self-motivation with an ability to work both independently and collaboratively.

Responsibilities:

Office/Project Management & Reporting:

+ Perform comprehensive office/project management duties to ensure operational efficiency.

+ Ensure the EVP is supported in executing on their objectives.

+ Effectively anticipate and prioritize competing demands, manage issues proactively and expeditiously, and ensure consistent follow-through. Provide logical, innovative and creative solutions.

+ Function as a key communication bridge between the EVP’s office and internal departments as well as external constituencies, effectively maintaining the highest levels of professionalism, credibility, trust, and support.

+ Track, communicate, and follow up on action items from leadership and staff meetings. Synthesize performance data and prepare presentations and reports for key stakeholders, including Boards.

+ Research, prioritize, and follow up on incoming issues and concerns. Assess and determine appropriate course of action, referral, or response to ensure timely and effective resolution.

+ Develop and maintain a process to ensure timely policy review/renewal according to the policy standards.

+ Manage end-to-end contract administration for the EVP Office, including stakeholder coordination, approval routing, executive signatures, document tracking, and contract maintenance.

Gatekeeping & Communication:

+ Serve as the primary point of contact and represent the office of the EVP. Triage the EVP’s inbox, compose and prepare correspondence, and screen calls to facilitate the executive’s time and focus. Impeccable written and verbal communication skills.

+ Keep the EVP and team members informed of upcoming commitments, deadlines, and responsibilities. Proactively track projects, provide timely follow up, and ensure successful completion through effective coordination, consistent communication, and support for timely decision making.

+ Foster and maintain strong, trusting professional relationships with executives, peers, customers, co-workers, and stakeholders.

Strategic Calendar Management:

+ Proactively manage complex and dynamic calendars. Resolve scheduling conflicts, prioritize high-level meetings, and ensure the EVP is fully briefed and prepared for all commitments.

+ Schedule appointments and meetings (including web-based meetings, e.g. Zoom and Microsoft Teams) to maximize time and availability, assure calendars are maintained accurately and efficiently. Evaluate meeting requests and prioritize based on knowledge of strategic importance of subject matter.

+ Partner with the CEO Office and Governance Operations to support and execute projects and priorities related to office administration and Board of Director relations.

Meeting & Event Coordination:

+ Plan and execute all aspects of leadership meetings, internal retreats, and stakeholder events. Prepare agendas, take meeting minutes, and track deliverables. Oversee venue contracts, catering, audio/visual requirements, and speakers/presenters.

+ Create, compile and refine presentations and other relevant material for meetings, events, and Board meetings. Utilize and maintain web portals. Communicate clearly, timely and effectively to participants and presenters.

+ Coordinate travel arrangements, flights, ground transportation, accommodations, itineraries, and agendas; compile materials for travel-related meetings.

Confidentiality:

+ Manage sensitive corporate, financial, and personnel information with discretion and professionalism.

+ As a proxy for and under the supervision of executive, enter, edit, and approve employee changes in personnel/HR software.

Expense Management and Budgeting:

+ Process timely and accurate expense reports. Code and process invoices for payment appropriately and timely.

+ As requested, assist with annual departmental budgeting and ongoing variance reporting and expense tracking.

+ If applicable, manage corporate credit card account making discretionary purchases as needed to run the executive’s office including monthly reconciliation of account. Ensure proper accounting for purchases.

+ As a proxy for executive, enter, edit and approve departmental payroll and process payroll corrections as appropriate.

Teamwork:

+ Provide coverage for colleagues on an as needed basis. Cross coverage of executives within the C-suite. Assist teammates with projects.

+ Act with integrity, display accountability, show respect, and embody compassion.

+ Seek opportunities for skill development.

Additional Duties as assigned:

+ Perform additional duties as assigned.

Other Information:

PREFERRED QUALIFICATIONS/EXPERIENCE:

Bachelor’s degree is preferred, or equivalent combination of education and experience:

+ Associate’s degree in business or related field with 3 years of experience in an equivalent role in an executive office setting.

+ Direct recent experience in working with executive level staff. Minimum of 5 years of providing C-suite or Vice President-level or above administrative support.

Soft Skills: High emotional intelligence, exceptional problem-solving abilities, critical thinking, organized, and the capacity to work autonomously in a fast-paced, dynamic environment.

Competencies and Skills

+ 5+ years of relative work experience required.

+ Achieves Results: Sets high standards for their own outcomes and seizes opportunities to engage others towards objectives. Consistently moves forward with direct actions in order to attain or exceed objectives. Manages their own time effectively to accomplish assigned tasks. Successfully prioritizes multiple projects and duties as needed.

+ Applies Business Acumen:Demonstrates knowledge of current and future trends that impact organizational success. Applies proven practices and business theories to get res