Executive Assistant - Bar Harbor, Maine

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

Job summary

Bar Harbor Bank & Trust is seeking an Executive Assistant to provide high-level administrative, organizational, and operational support to the CEO and Senior Executive Team. The role acts as trusted partner, managing priorities, communications, schedules, and business activities in a fast-paced bank environment.

You will anticipate needs, maintain confidentiality, draft executive communications, coordinate meetings and travel, and assist with governance activities.

Qualifications

• Associate's degree in business administration, communications, or related field.
• Experience supporting senior executives in banking or regulated industry helpful.
• Advanced proficiency with Outlook, Word, Excel, PowerPoint, and Zoom.
• Strong organizational and time-management skills with calendars and deadlines.

Responsibilities

• Provide executive administrative support to CEO and SET.
• Manage complex calendars and coordinate meetings.
• Prepare executive communications and materials.
• Coordinate board and governance meeting logistics.
• Prepare expense reports, invoices, and docs.
• Ensure confidentiality and discretion in handling sensitive matters.
• Assist with special projects and strategic initiatives.

Skills

Executive support

Calendar management

Communication

Discretion

Notetaking

Travel coordination

Education

Associate's degree in business/related field

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Zoom

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
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.