Executive Assistant

Dexian; Westbrook (ME); On-site; USD 45,000 - 60,000; Full time

Job summary

A leading staffing company in Westbrook, Maine is seeking an Administrative Support professional to assist an executive leadership team member. Responsibilities include scheduling, travel coordination, and managing sensitive information. Candidates must have excellent communication skills, proficiency in MS Office, and a bachelor's degree. The role offers a standard work week, fostering a professional environment while maintaining high levels of discretion.

Qualifications

• Proven ability to manage highly confidential/sensitive information.
• Excellent organizational, project, and time management skills.
• Ability to prioritize workload independently and handle multiple tasks.

Responsibilities

• Manage the ELT member's calendar and event planning.
• Coordinate travel arrangements and manage database.
• Represent the corporation effectively to internal and external stakeholders.

Skills

Calendar and time management

Anticipating executive's needs

Experience supporting senior leaders

Excellent communication skills

Project management

Proficiency with MS Office

Education

Bachelors degree or equivalent

Job description

Schedule

Schedule: M-F 8:30/9am-5pm

TOP (3) REQUIRED SKILLSETS

• Strong calendar and time management/gatekeeping skills
• Ability to anticipate executive's needs (time to plan for meetings, priorities, etc)
• Mature, confident with experience supporting senior level leaders

NICE TO HAVE SKILLSETS

• Flexibility to answer texts/be available after hours when needed
• In office 5 days a week
• Project mgmt. experience

Job Description Summary

Support the ELT member with effective operations, serve as an administrative team leader, and provide all other administrative functions.

PRIMARY DUTIES AND RESPONSIBILITIES

• Manage ELT members calendar, gatekeeping and event planning.
• Manage the establishment and maintenance of ELT member's database.
• Represent corporation through effective communications with internal and external customers.
• Coordinate travel arrangements.
• Liaison between ELT member, other executive officers, administrators, board members, staff and other employees.
• Ensure timely and consistent information gathering practices for all parts of the organization.
• Plan and coordinate meetings and participants, as needed.
• Ensure professional and timely response to all internal and external requests.
• Attending staff and other key meetings to ensure follow‑up on action items and issues raised.
• Assist with the preparation of presentations.
• Assist with inquiries for ELT member, as necessary.
• Process accounting issues (i.e., expense reports, invoices, etc).
• Manage filing projects, office organization, mail processing and general administrative maintenance duties.
• May supervise small team of Corporate Administrative Assistant staff. Assist in recruiting, staff scheduling, organization and prioritization of work.
• Plan and implement special projects.
• Build and maintain sense of team and overall morale with administrative staff by administering monthly administrative meetings.
• Oversee maintenance of corporate calendar.

EDUCATION

Bachelors degree or equivalent combination of education and experience.

REQUIRED SKILLS AND ABILITIES

• Proven ability to manage highly confidential/sensitive information.
• Ability to take initiative using one's own judgment.
• Excellent and demonstrated organizational, project and time management skills.
• Excellent communication skills (both written and verbal).
• Project management experience a plus
• Ability to prioritize workload independently and handle multiple tasks.
• Proficiency with MS Office.
• High level of professionalism.
• Excellent interpersonal skills, with the ability to work closely and effectively with members of senior management and peers, both independently and as a team.

Dexian stands at the forefront of Talent + Technology solutions with a presence spanning more than 70 locations worldwide and a team exceeding 10,000 professionals. As one of the largest technology and professional staffing companies and one of the largest minority‑owned staffing companies in the United States, Dexian combines over 30 years of industry expertise with cutting‑edge technologies to deliver comprehensive global services and support.

Dexian connects the right talent and the right technology with the right organizations to deliver trajectory‑changing results that help everyone achieve their ambitions and goals. To learn more, please visit https://dexian.com/.

Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.