Executive Assistant - Bar Harbor, Maine

Bar Harbor Bankshares; Bar Harbor (ME); On-site; USD 70,000 - 100,000; Full time

Job summary

Bar Harbor Bankshares in Bar Harbor, Maine, seeks an Executive Assistant to provide high-level administrative support to the CEO and Senior Executive Team. The role partners with leadership to manage priorities, communications, schedules, and business activities in a fast-paced banking environment.

The position demands discretion, professionalism, and proactive problem-solving, with responsibilities including calendar management, board meeting support, travel planning, expense processing, and

Qualifications

• Associate's degree in business administration, communications, or a related field preferred.
• Experience supporting senior executives, especially within banking or regulated industries is helpful.
• Advanced proficiency with Outlook, Word, Excel, PowerPoint, and Zoom.
• Exceptional organizational and time-management skills with ability to manage calendars and deadlines.
• Strong written and verbal communication for polished executive materials.
• Discretion, confidentiality, and independent judgment in sensitive matters.
• Proactive mindset with ability to anticipate needs and take initiative.

Responsibilities

• Provide comprehensive administrative support to the CEO and senior executives.
• Manage complex calendars, meetings, travel, and commitments for leadership.
• Draft, edit, and proofread executive correspondence and materials.
• Coordinate board and governance activities, including meetings and material preparation.
• Monitor deadlines and follow up on action items.
• Support special projects and maintain organized records.

Skills

Organizational skills

Time management

Communication skills

Discretion

Independent judgment

Interpersonal skills

Calendar management

Outlook

Word

Excel

PowerPoint

Zoom

Scheduling

Education

Associate's degree

Tools

BoardVantage

Job description

The Executive Assistant provides high-level administrative, organizational, and operational support to the CEO and other members of the Senior Executive Team (SET) as needed. This position serves as a trusted partner, facilitating the effective management of executive priorities, communications, schedules, and business activities.

The Executive Assistant must demonstrate exceptional professionalism, discretion, sound judgment, and the ability to anticipate needs and manage competing priorities in a fast-paced environment. This position requires a proactive, resourceful individual who can work independently, navigate sensitive and confidential matters, and build effective relationships across all levels of the organization.

• Provide comprehensive administrative support to the CEO and other executives, managing multiple priorities while ensuring timely and effective execution of responsibilities.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
• Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support throughout the organization.
• Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
• Proactively manage complex executive calendars, coordinating meetings, appointments, and commitments to optimize leadership effectiveness and alignment with organizational priorities.
• Coordinate executive meetings, leadership sessions, strategic planning activities, and other business events, including agendas, materials, logistics, and follow-up activities. This may include travel accommodations, itineraries, transportation, and related logistics for executives, ensuring accuracy and efficiency.
• Prepare, process, and track expense reports, invoices, and other administrative documentation.
• Monitor deadlines, commitments, and outstanding action items, providing timely reminders and follow-up as appropriate.
• Exercise sound judgment in prioritizing inquiries, managing requests, and determining matters requiring executive attention.
• Draft, edit, and proofread executive correspondence, presentations, reports, and other communications, ensuring accuracy, professionalism, and alignment with organizational standards.
• Coordinate and support the timely preparation, compilation, and distribution of various meeting agendas, presentations, reports, and supporting materials.
• Maintain organized records of meeting materials, correspondence, and related documentation.
• Assist with the planning, coordination, and execution of Board of Directors meetings, committee meetings, and other governance-related activities, as assigned. This may include scheduling, meeting technology support, accommodations and tracking follow-up items and deliverables.
• Support special projects and strategic initiatives by coordinating activities, tracking progress, gathering information, and facilitating communication.
• Develop and maintain effective organizational systems for records, correspondence, executive materials, and other business information.
• Identify opportunities to improve administrative processes, workflows, and efficiencies within the executive office.
• Balance the needs and priorities of multiple executives, independently assessing urgency, adjusting schedules, and communicating effectively when competing demands arise.
• Comprehend and adhere to federal banking regulations in accordance with Bar Harbor Bank & Trust’s policies and procedures.

Responsibilities (Marginal):

• Provides secondary coverage for Corporate Clerk & Director of ESG responsibilities during absences or peak periods, including but not limited to:
  • Attend and records minutes for Board and committee meetings
  • Coordinate, prepare, and upload of meeting materials to BoardVantage
  • Serve as a point of contact for Board members and shareholders
• Provides Medallion Signature Guarantee services to Bar Harbor Bank & Trust customers, performed at the Corporate Headquarters.
• Provides notary services for employees, customers and non-customers, not limited to, but generally performed at the corporate headquarters.
• Perform other duties as requested.

Required Skills, Education & Experience:

• Associate's degree in business administration, communications, or a related field preferred;
• Experience supporting senior level executives particularly within banking, financial services, or another highly regulated industry is helpful but not required;
• Advanced level of proficiency with technology and digital tools with an emphasis on Outlook, Word, Excel, PowerPoint, and Zoom;
• Exceptional organizational and time-management skills, with demonstrated ability to manage complex calendars, competing priorities, and multiple deadlines;
• Strong written and verbal communication skills, including the ability to prepare polished, professional correspondence and executive-level materials;
• Demonstrated ability to exercise independent judgment, maintain confidentiality, and handle sensitive situations with professionalism and discretion;
• Proactive mindset with the ability to anticipate needs, identify issues, and take initiative with minimal direction.
• Strong interpersonal skills and the ability to interact effectively and confidently with individuals across a wide range of roles and backgrounds.
• Excellent attention to detail, accuracy, and follow-through.
• Ability to remain composed, flexible, and solutions-oriented in a dynamic environment with changing priorities.
• Strong critical-thinking and problem-solving abilities, including the capacity to assess situations, determine appropriate next steps, and exercise discretion regarding matters requiring escalation.
• Demonstrated commitment to professionalism, accountability, collaboration, and exceptional internal and external service.
• Ability to travel between various locations for meetings and work as needed.

Physical Demands and Work Environment:

This is an in-office position utilizing a variety of general office equipment. Occasional lifting, carrying, and moving of office supplies and materials may be required.

The core hours for this position are 8:00 am - 5:00 pm, however flexible work hours may be necessary and hours over 40 may be required, dependent upon business need.

Salary Range $70,000 to $100,000 commensurate with experience and qualifications.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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