The Senior Executive Assistant provides comprehensive and confidential administrative support to the CEO. This involves highly advanced technical or administrative work in which incumbents are expert in their assigned roles and working under limited supervision on business sensitive and confidential materials. This position requires the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Senior Executive Assistant must be able to work under pressure to handle a wide variety of time-sensitive and confidential matters with discretion.

Essential Job Functions:

• Provides sophisticated time and issue management.
• Significant coordination between internal executive staff and senior officials of other self-regulatory organizations, governmental agencies, and member firms, including eliciting the substance and importance of the matter under consideration.
• Prioritizes inquiries and requests while troubleshooting conflicts and making judgments with minimal guidance.
• Provides sophisticated calendar management. Schedules appointments including conference calls, video conferences and in person-meetings, often with multiple internal parties as well as external groups and officials. Assures that appropriate materials are available for meetings and arranges all meeting logistics, as applicable (video conferencing, food and beverages if necessary).
• Makes complex arrangements for travel, including Dental meetings, conferences, off-site meetings, and other events, and addresses any last-minute changes or cancellations. Tracks expenses and prepares expense reports.
• Manages incoming calls and prioritizes messages, emails, and other correspondence.
• Places outgoing calls on behalf of the executive to request information or to contact appropriate persons for the executive. Handles all calls and visitors with a high degree of professionalism. Directs/delegates handling of correspondence to appropriate staff.
• Prepares email correspondence and other written materials from verbal direction, softcopy, or from knowledge of company policy or procedures. Files correspondence and other records or forwards documents for storage.
• Liaises with internal staff on behalf of the CEO on engagement and interpersonal matters.
• Assists with the preparation and editing of PowerPoint and Excel documents.
• Provides other related administrative support of a highly sensitive and confidential nature.

Other Responsibilities:

• Coordinates meetings with tenants (current and potential)
• Maintains confidentiality and handles sensitive information with a high level of discretion.
• Coordinates maintenance and upgrades as needed

Education/Experience Requirements:

• High school diploma or equivalent. Additional education and/or training preferred.
• Five (5) years of related experience as an administrative assistant, executive assistant, or similar responsibilities. Experience providing administrative or secretarial support at a senior level involving the high-level exercise of judgement.
• Ability to deal diplomatically with internal and external groups in a timely manner.
• Significant experience utilizing Microsoft Office applications such as Word, Excel, and PowerPoint.
• Significant experience utilizing travel and expense systems such as Concur.

Work Conditions:

• Standard office working conditions. Work is normally performed in an office environment.
• Some overtime may be available as well as flexibility to work hours that correspond with the executive’s hours.
• Occasional travel may be available.
• Work from home available for projects
• Some travel between Auburn, Portland and Gray

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• 10 hour shift

Ability to commute/relocate:

• Gray, ME 04039: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Suite: 5 years (Required)
• Executive Assistant: 3 years (Required)

Work Location: Hybrid remote in Gray, ME 04039

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