EA Development

Northern Light Mercy Hospital |US:ME:Portland | Administrative Support | Full Time

Northern Light Mercy Hospital

Department: Hospital and Other Admin

Work Type: Full Time

Reporting to the NL Mercy Hospital President, the executive assistant II (EAII) is the lead administrator for the president and provides project management, continuity and thoroughness of thought, concept development through implementation, and clarity to those the President is leading. The EA II works closely with the NL Mercy Hospital Board of Directors providing logistical and administrative support. The EA II also performs a variety of administrative functions including complex calendar management, customer service, policy management, budget development, supply procurement, and event planning. The executive assistant II coordinates scheduling for in person and web‑based meetings, telephone conference calls, retreats/summits, podcasts, employee updates, as well as travel and conference registrations.

Performs administrative functions in support of the hospital President and the Administration office:

Demonstrates transparency, ease of access, follow through, and support as an extension of the hospital president.

Answers phones, prioritizes incoming mail and routes questions or messages in proper direction, or if appropriate, answers inquiries. Proactively creates documents needed by executive for review and disseminates the information and reports appropriately.

Manages corporate credit card account making discretionary purchases as needed to run the administration office including monthly reconciliation of account. Approves payroll for hospital president and other employees, as assigned, on a bi‑weekly basis.

Coordinates scheduling for hospital president:

Schedules appointments and meetings (including web based and teleconference meetings) to maximize time and availability. Evaluates meeting requests and prioritizes based on executive’s direction and personal knowledge of strategic importance of subject matter.

Schedules ongoing regular meetings with hospital president and their direct reports.

Schedules candidate interviews with the hospital president to ensure a timely process.

Works as the event planner for off‑site meetings, overseeing the venue contracts, catering, AV and speakers.

Coordinates hospital president’s travel plans including hotel, airfare, ground transportation, and registrations as needed. Processes expense reimbursement for self and hospital president, as appropriate.

Prepares daily calendar and associated files and materials for hospital president.

Includes drafting of agendas, compiling and gathering of meeting materials, posting to appropriate meeting portal, and communication to meeting participants and presenters including but not limited to department manager meeting.

Governance Operations

At hospital president’s discretion, regularly communicates directly with Mercy Hospital Board Chair, Board Vice Chair, and the full Board via ongoing email messages, scheduling of phone/Zoom calls, and ad‑hoc communications.

Provides assistance for the Mercy Hospital Board and Board Committees including, but not limited to, scheduling organizational meetings, preparing and maintaining agendas, handling board communications, posting materials to the Board portal, and gathering and organizing relevant presentations.

Ensures hospital president’s needs are met with regards to Governance Operations.

Reporting/Data Management

Compiles reports for hospital president and organization as requested.

Gathers and analyzes data for new budget build. Maintains files and databases of pertinent information as well as a shared filing system. Responds to patient or family concerns/complaints referring the most complex to the appropriate Vice President for resolution.

Helps to coordinate and disseminate job critical information to the other supporting executive assistants.

is flexible in their approach with changing priorities and ambiguity. Listens, speaks and writes appropriately, using clear language. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level.

Does not react too quickly or slowly. Balances facts, goals, and potential approaches taking the appropriate criteria into account. Human Capital, Supply Chain and Financial Software.

Database management application with the ability to create and maintain tables, develop forms and deliver reporting.

Spreadsheet application with the ability to use calculations, formulas, graphing tools, pivot tables, and a macro programming.

Email application with the ability to manage email as well as calendars, managing tasks and contacts, note taking, journaling, and web browsing.

Presentation software with the ability to create presentations with the ability to incorporate animation, audio, video, time delays, as well as designing themes and variants with animations and effects.

Word process application with the ability to create and edit documents, format, use tables, apply footnoting, create table of contents and mail merge techniques.

Multi‑line phone, scanner, photocopier, fax, and internet.

Serves Others: Strives to understand, meet and exceed the expectations and requirements of internal and external customers which may include the people and communities in our service areas. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.

Practices Compassion: Exhibits genuine care for people and is available and ready to help; 5 years of Relevant Work Experience

Work with computers, typing, reading or writing.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, disability status, gender, sex, sexual orientation, gender identity, ancestry, protected veteran status, national origin, genetic information or any other legally protected status.
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