Executive Assistant

Northern Light Eastern Maine Medical Center Department: Hospital and Other Admin Position is located: Cianchette Professional Blding Work Type: Full Time Hours Per Week: 40 Work Schedule: 8:00 AM to 4:30 PM Summary: The Executive Assistant is responsible to perform office and administrative support for the assigned senior vice president(s) and ensures work related issues are addressed in a confidential, cordial, and efficient manner. The EA coordinates the majority of the daily activities of the Senior VPs and oversees or conducts special projects independently as assigned. The work environment can be stressful, and the position has a high degree of visibility within Northern Light Health. This position will provide high-level administrative support by conducting research, preparing statistical reports, PowerPoint presentations, managing confidential information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, meetings, and managing the executives' calendars. May be assigned to support Board committees, attend Board meetings, prepare PowerPoint and other material for Board meetings, interact with Board members. May be responsible to delegate tasks and prioritize work of others to complete tasks assigned. For example, may be responsible to coordinate presentations and gather content from others in order to meet deadlines. Responsibilities: • Answers phones, emails, and instant messages, prioritizes incoming mail and routes questions or messages in proper direction, or if appropriate, answers question. Develops process to ensure questions are routed appropriately and closure of inquiries has been met.• Works with visitors to arrange their visit and where applicable, assists with onsite meetings.• Schedules appointments, meetings (including web-based meetings, e.g., Zoom and Microsoft Teams) and vendor presentations to maximize time and availability, assuring time schedules are maintained accurately and efficiently. Evaluates meeting requests and prioritizes based on executive’s direction and personal knowledge of strategic importance of subject matter.• Works as Event Planner for off-site meetings, overseeing the venue contracts, catering, AV, and speakers as needed.• At the direction of the executive, assists with the preparation of materials and presentations for meetings including Leadership Council and board meetings presentation material.• Coordinates executive’s travel plans including hotel, airfare, ground transportation, and registrations.• Manages corporate credit card account making discretionary purchases as needed to run the executive’s office including monthly reconciliation of account. Ensures proper accounting for purchases.• Proactively creates documents needed by executive for review and disseminates the information and reports appropriately.• Assists executive in goal tracking.• Compiles reports for executive, and organization as requested.• Attends meetings as requested to record minutes. Compiles, transcribes, and distributes minutes of meetings.• Maintains files and databases of pertinent information. Uses discretion to purge and/or store files as appropriate.• Develops and maintains a process to ensure timely policy review/renewal according to the policy standards.• Initiates, manages, and reviews the budget preparation process and reports. Gathers and analyzes the data needed for upcoming budget. Reports for any compliance issues.• As a proxy for and under the supervision of executive, enters, edits, and approves employee changes in Infor as directed.• As a proxy for and under the supervision of executive, processes bi-weekly payroll for employees reporting to the executive and processes payroll corrections as appropriate. Assures payroll requests for his/her executives are appropriately submitted to the office of the President• Maintains a safe environment complying with NLH policies and procedures; reports and directly addresses environmental hazards and violations of patient safety policy and/or protocol when involved or observed.• Prioritizes and manages internal and external correspondence, communications, and mail. Ensures the Senior VPs are made aware of all matters that require prompt follow-up and action.• Other Duties as assigned Other Information: Competencies and Skills 3+ years of relative work experience required. • Three years of experience in a similar role within NLH, OR 5 years of experience in a similar role outside NLH 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. Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan. Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation. Demonstrates Adaptability: Learns quickly when facing a new problem or unfamiliar task; is flexible in their approach with changing priorities and ambiguity. Manages change effectively and does not give up during adversity. Capable of changing one's behavioral style and/or views in order to attain a goal. Absorbs new information readily and puts it into practice effectively. Demonstrates Emotional Intelligence: Exhibits a high level of self-awareness, self-management, other awareness and relationship management. Conducts themselves in an empathic, appropriate way, with a sense of humor and stimulates a collaborative work environment. Is respectful of the attitudes, feelings, or circumstances of others and aware of the influence of their own behavior on them. Is aware of relevant social, political, system, and professional trends and developments and uses this information for the organization's benefit. Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow-ups are regular and timely. Shows that important (non-) verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level. Exercises Sound Judgment & Decision Making: Understands and processes complex information, which allows for appropriate and accountable conclusions. Does not react too quickly or slowly. Balances facts, goals, and potential approaches taking the appropriate criteria into account. Makes active decisions and commits oneself by communicating confidently and respectfully. Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved. Fosters Innovation: Employs and encourages the use of meaningful creativity in solving challenges. Proactively identifies opportunities and uses new approaches to enhance processes, systems and services. When appropriate, suggests or initiates new strategies, products, services, and markets. 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. Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others. Education Required Associate's Degree - 4 years of related experience in lieu of degree Working Conditions Lifting, moving and loading less than 20 pounds. Prolonged periods of sitting. Prolonged periods of standing. Prolonged periods of walking. Work beyond the regularly scheduled hours. Position Executive AssistantLocation Req ID null