Executive Assistant Jobs in Portland, ME (NOW HIRING)

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 before 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   

The estimated compensation range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications, and other job-related reasons. Certain positions may be eligible for incentive compensation plans above and beyond base compensation.