Executive Assistant

Company Description MaineHealth is a not-for-profit, integrated health system dedicated to making its communities among the healthiest in the nation by delivering high-quality, affordable care, advancing education, and supporting research. The system includes a Level 1 trauma center, eight additional hospitals, pediatric services, behavioral health care, diagnostics, home health, hospice, and senior care, serving 1.1 million residents across Maine and New Hampshire. With approximately 23,000 care team members and over 2,000 employed providers, MaineHealth offers comprehensive preventive, diagnostic, and treatment services. The organization has earned national recognition for patient safety and quality from The Leapfrog Group, the Joint Commission, Becker’s Healthcare, and U.S. News & World Report. MaineHealth’s network includes multiple hospitals, specialty facilities, affiliates, joint ventures, and an accountable care organization focused on coordinated, value-based care. Role Description This is a full-time, on-site Executive Assistant role based in Portland, ME. The Executive Assistant will provide high-level administrative and executive support to senior leaders, including managing complex calendars, scheduling meetings, coordinating travel arrangements, and preparing agendas and follow-up materials. Daily responsibilities include drafting correspondence, creating presentations and reports, organizing and maintaining electronic and paper files, and processing expense reports in a timely and accurate manner. The role will coordinate meetings and events, manage confidential information with discretion, and serve as a primary point of contact between leadership, internal teams, and external partners. The Executive Assistant will also help improve administrative processes, support special projects, and ensure smooth day-to-day operations for the executive office. Qualifications Strong Executive Administrative Assistance and Executive Support skills, including calendar management, meeting coordination, and document preparation. Proficiency in Administrative Assistance, including office organization, records management, and task prioritization in a fast-paced environment. Experience preparing, tracking, and reconciling Expense Reports with accuracy and attention to detail. Excellent Communication skills, both written and verbal, with the ability to interact professionally with individuals at all organizational levels. High level of discretion and integrity in handling confidential information. Proficiency with productivity and collaboration tools (e.g., Microsoft Office Suite, calendar and email systems, videoconferencing platforms). Strong organizational and time-management abilities, with proven success managing multiple priorities and deadlines. Relevant experience in healthcare, a large nonprofit, or a complex, multi-site organization is preferred. Associate’s or bachelor’s degree in business administration, communications, or a related field, or equivalent combination of education and experience. #J-18808-Ljbffr