Executive Administrative Assistant

Springborn Staffing; Portland (ME); Hybrid; USD 90,000 - 120,000; Full time

Benefits offered by this job

Competitive compensation

Comprehensive benefits

Job summary

Springborn Staffing in Portland, ME seeks an experienced Executive Assistant to the CEO, serving as a strategic partner and driving high-priority initiatives. This role is hybrid, offering visibility across the organization and opportunities for advancing leadership responsibilities.

The successful candidate will coordinate complex programs, manage executive workflow, and prepare governance materials, reporting to the CEO with discretion and professionalism.

Qualifications

• 7+ years supporting a CEO or senior executive.
• Proven ability to manage complex projects with multiple stakeholders.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication.
• Experience with governance activities or boards/investors is desirable.

Responsibilities

• Partner with the CEO to manage priorities, scheduling, and executive workflow.
• Coordinate cross-functional initiatives with multiple departments and external stakeholders.
• Maintain project plans, deadlines, and progress updates.
• Prepare executive materials: presentations, reports, briefing documents.
• Record decisions and follow-up items from meetings; liaise with external advisors.
• Support board governance reporting and leadership communications.
• Assist with strategic growth initiatives and special projects.

Skills

Project management

Executive support

Communication

Organizational skills

Discretion

Education

Bachelor's degree or equivalent

Tools

Microsoft 365 Suite

Outlook

Teams

Word

Excel

SharePoint

Job description

Executive Assistant to the CEO

Portland, Maine (Hybrid)

Full-Time | Executive-Level Opportunity

Position Overview

An established and growing technology-focused organization is seeking an experienced Executive Assistant to serve as a strategic partner to the CEO. This is not a traditional administrative role. The successful candidate will play a key role in supporting executive leadership, coordinating high-priority initiatives, managing cross-functional projects, and helping drive organizational growth.

This position offers significant visibility across the business and a long-term opportunity for increased leadership responsibility.

Key Responsibilities

• Serve as a trusted partner to the CEO, managing priorities, communications, scheduling, and executive workflow.
• Coordinate and track complex initiatives involving multiple departments and external stakeholders.
• Maintain project plans, monitor deadlines, and provide regular progress updates.
• Prepare executive correspondence, presentations, reports, meeting materials, and briefing documents.
• Capture decisions, action items, and follow-up activities from executive meetings.
• Act as a liaison with attorneys, accountants, consultants, strategic partners, and other external advisors.
• Organize and maintain confidential corporate records, contracts, and documentation.
• Support board, governance, and leadership reporting activities.
• Assist with the implementation of strategic growth initiatives and special projects.

Qualifications

• 7+ years of experience supporting a CEO, founder, or senior executive.
• Demonstrated success managing complex projects with multiple stakeholders.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Proven ability to handle confidential information with professionalism and discretion.
• Experience working with executive teams, boards, investors, advisors, or corporate governance activities is highly desirable.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and SharePoint.
• Bachelor's degree or equivalent professional experience preferred.

Desired Attributes

• Highly proactive with a strong sense of ownership and accountability.
• Able to thrive in a fast-paced, evolving environment.
• Excellent judgment and problem-solving skills.
• Strong relationship-builder who can effectively interact with senior leaders and external partners.
• Interested in taking on increasing responsibility and contributing to long-term organizational growth.

Compensation & Benefits

Competitive executive-level compensation and comprehensive benefits package, commensurate with experience.