EXECUTIVE ASSISTANT

Carypines; Caribou (ME); On-site; USD 32,000 - 48,000; Full time

Job summary

Cary Medical Center in Caribou, ME is seeking an Executive Assistant to the CEO to manage calendars, travel, presentations, and board materials. This role partners with the Administrative Team to ensure efficient operations and clear, professional communications across the organization.

Key responsibilities include coordinating board meetings, maintaining records, handling confidential information with discretion, and supporting strategic initiatives.

Qualifications

• Five years of administrative experience supporting senior executives.
• Healthcare or regulated environment experience preferred.
• Strong written and verbal communication.
• Advanced MS Office proficiency.

Responsibilities

• Provide comprehensive executive and administrative support to the CEO and Administrative Team, prioritizing needs and managing competing demands.
• Coordinate Board of Directors and committee meetings, agendas, materials, minutes, and AV setup.
• Facilitate communication between executive leadership, medical staff, department leaders, and external partners.
• Handle confidential information with discretion and professional judgment, ensuring compliance with laws and regulations.
• Support special projects, organizational planning, and events; maintain filing systems and drive process improvements.

Skills

Organizational skills

Time management

Multitasking

Communication skills

Education

Associate or higher in Business/Healthcare Admin

Tools

Microsoft Office

Job description

Description

Schedule: Full-Time / 40hours

Shift: Days
FLSA Status: Non-Exempt

Pay Range

$23.00 – $35.00 per hour

The compensation range listed above represents the good‑faith range Cary Medical Center anticipates relying upon when making an offer for this position. Starting pay is determined based on factors including, but not limited to, experience, education, certifications, internal equity, and market conditions.

Job Summary:
The Executive Assistant to the CEO provides high-level administrative, organizational, and strategic support to Cary Medical Center’s senior leadership team. This role requires exceptional professionalism, discretion, and judgment while managing complex calendars, communications, board‑related activities, and executive initiatives. The Executive Assistant serves as a trusted partner to the Administrative Team, ensuring efficient operations, seamless coordination, and effective communication across the organization.

Essential Functions & Responsibilities:

1. Executive & Administrative Support

• Provide comprehensive administrative support to the CEO and Administrative Team, confirming priorities and managing competing demands.
• Manage complex executive calendars, including scheduling internal and external meetings, travel arrangements, and executive commitments.
• Prepare, proofread, and distribute executive correspondence, reports, presentations, and briefing materials, preparation and maintenance of technology during board meetings.
• Serve as a primary point of contact between the C-suite and internal/external stakeholders, exercising tact, diplomacy, and confidentiality.

2. Board of Directors & Governance Support

• Coordinate Board of Directors and committee meetings, including scheduling, agenda preparation, materials distribution, minute-taking, and setting up and maintaining AV equipment.
• Maintain official board records, resolutions, and governance documentation in compliance with organizational and regulatory standards.
• Assist executives with follow‑up actions related to board and committee meetings.

3. Communication & Coordination

• Facilitate effective communication between executive leadership, medical staff, department leaders, and external partners.
• Track executive action items and ensure timely follow‑through on initiatives and strategic priorities.
• Support organizational events, executive forums, and leadership meetings as needed.

4. Confidentiality & Professional Judgment

• Handle sensitive and confidential information with the highest level of discretion.
• Anticipate executive needs, proactively address issues, and exercise independent judgment within established authority.
• Ensure confidentiality of all files and information from the offices of the CEO and COO.
• Comply with local, state, and federal laws and regulations.

5. Operational & Special Projects

• Assist with special projects, strategic initiatives, and organizational planning efforts as assigned.
• Maintain filing systems (electronic and paper), ensuring accuracy, accessibility, and compliance with record retention standards.
• Support continuous improvement efforts related to executive operations and administrative processes.
• Arrange for various hospital activities including reservations of meetings rooms and meals as required.

Requirements

Education and Experience Requirements:

• Associate’s degree or higher degree in Business Administration, Healthcare Administration, or a related field preferred.
• Minimum of five (5) years of progressively responsible administrative experience, including direct support of senior executives preferred.
• Prior experience in a healthcare or highly regulated environment strongly preferred.
• Exceptional organizational, time‑management, and multitasking skills.
• Advanced proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint). And technology
• Strong written and verbal communication skills with meticulous attention to detail.
• Ability to manage sensitive situations with professionalism, discretion, and sound judgment.
• Strong interpersonal skills and the ability to work effectively with individuals at all organizational levels.

Availability Requirements:

• Core hours are from 0800 to 1630, Monday through Friday.

Equal Employment Opportunity:

Cary Medical Center is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation,