Executive Assistant

InterMed; South Portland (ME); On-site; USD 60,000 - 90,000; Full time

Job summary

InterMed is seeking an Executive Assistant to support the Chief Strategy & Technology Officer. The role focuses on calendar management, document preparation, information synthesis, and confidential handling of records across locations.

You will schedule meetings, prepare minutes, and coordinate across management teams. Strong communication, meticulous organization, and HIPAA-conscious handling of sensitive data are essential for success in this role.

Qualifications

• 5+ years of Executive Administrative Assistant experience
• Medical setting experience preferred
• Strong communication and organization skills
• Proficiency with Microsoft Office suite
• Ability to maintain confidentiality (HIPAA) and professionalism

Responsibilities

• Prepare documents, spreadsheets, correspondence, presentations and reports
• Schedule meetings, manage calendars and room bookings
• Maintain electronic filing system for records and information
• Draft minutes and distribute information with attention to detail
• Collaborate with executives and other assistants to support multiple locations
• Coordinate logistics for committee meetings and action items
• Support operational data collection and analysis for leadership
• Ensure confidentiality in alignment with InterMed policies

Skills

Calendar management

Executive support

Communication

Confidentiality (HIPAA)

Problem solving

Education

High School diploma or equivalent

Associate’s degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft Access

PowerPoint

Job description

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 onvarious factors, including skill set, experience, location, qualifications, and other job-related reasons. Certain positions may be eligible for incentive compensation plansabove and beyondbase compensation.

Qualifications

Education

Required

High School or better.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.