Executive Assistant | South Portland, ME | Full-Time

Job Description

Job Description

SUMMARY: 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.

CORE RESPONSIBILITIES:

• The primary focus of this position will be to perform administrative duties for the Chief Strategy & Technology Officer including preparation of documents, spreadsheets, correspondence, presentations and reports, and daily calendar management
• Performs scheduling function for various meetings, including maintaining calendar, inviting/confirming attendees for meetings, booking conference rooms, and ordering food when necessary
• Maintains electronic filing system to allow for organized retention of and reference to important corporate records, documents and information
• Responsible for drafting minutes, finalizing documents, distributing information and facilitating meeting preparation, in a manner that evidences attention to detail and professionalism
• Anticipates team needs and proactively develops processes to track many simultaneous priorities
• Collects and codes receipts and invoices for the Strategy & Technology leadership team
• Maintains inventory of office supplies and associated administrative Suite/kitchen supplies
• Collaborates effectively with other Executive Assistants to ensure that Executive Management members have what they need at any of our locations
• Collaborates with the Chief Strategy & Technology Officer to compile various operational, quantitative and qualitative data points into analyses that can be presented to various audiences
• Acts as the liaison with the Strategy & Technology Leadership Team to facilitate the coordination of all logistics associated with operational projects across the organization
• Coordinates all aspects of monthly Committee meetings (which may occur after or after hours), including, but not limited to; 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
• Works 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
• Maintains 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.

MISSION AND VALUES:

• Follows InterMed’s mission to provide patient-centered primary care, putting the patient first to deliver high quality, high value care.
• Provide the highest quality care to our patients with a level of service that exceeds their expectations.
• Maintain a positive attitude and always treat our patients and each other with dignity and respect.
• Insist on honesty and integrity from each other and our business partners.
• Make teamwork a core component of our relationships between physicians, staff, and patients.
• Embrace change to better serve our patients.
• Use business practices that feature individual accountability and group responsibility to ensure delivery of high value healthcare.
• Have fun as we carry out our mission to serve.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Education:
  • High School Diploma or equivalent required
  • Associate’s Degree preferred
• Experience:
  • 5+ years of Executive Administrative Assistant experience required
  • Previous work experience in a medical setting preferred
  • 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