Executive Assistant

Executive Assistant

Join us as we work to create a thriving ecosystem that delivers accessible, high-quality, and sustainable healthcare for all.

Support senior leaders and teams by coordinating essential administrative and operational activities that keep work moving efficiently. The Executive Assistant manages calendars, schedules meetings, coordinates travel, and handles day‑to‑day tasks that enable leadership focus and productivity. This role also supports cross‑functional coordination and project‑related activities to improve team operations.

This position follows a hybrid work model and reports to a Vice President or Executive Director within the combined R&D/Operations organization. It is based in Belfast, ME.

The Executive Assistant partners closely with leadership and team members to support coordination, communication, and daily workflow needs. The team uses tools such as Microsoft Office, collaboration platforms, and internal systems to stay organized and connected.

• Manage executive calendars, including scheduling meetings and resolving conflicts
• Coordinate meeting logistics, including agendas, materials, and follow‑up actions
• Arrange travel plans, including itineraries and related logistics
• Process expense reports, invoices, and purchase orders accurately and on time
• Prepare and format reports, presentations, and other documents as needed
• Track and follow up on incoming requests to ensure timely resolution
• Communicate with internal and external stakeholders in a clear and professional manner
• Support cross‑functional coordination and administrative aspects of team initiatives
• Maintain organized records and documentation for team activities
• Use AI‑enabled tools (such as document drafting, meeting summaries, or scheduling support) to improve efficiency, while reviewing outputs for accuracy and making adjustments as needed

• Assist with planning team events, meetings, or offsites
• Support onboarding activities for new team members
• Contribute to process improvements that enhance team efficiency
• Maintain familiarity with internal policies and procedures
• Provide administrative support for special projects as needed

• Associate’s degree or equivalent practical experience (preferred)
• 3+ years of experience in an administrative, executive assistant, or coordination role
• Strong written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines
• Experience coordinating schedules and managing calendars
• Proficiency in Microsoft Office tools (Outlook, Word, Excel, PowerPoint, Teams, SharePoint)
• Ability to build and maintain effective working relationships with stakeholders
• Experience learning and using new tools or systems (e.g., project tracking or collaboration tools)
• Ability to handle sensitive information with discretion and professionalism
• Strong organizational skills and attention to accuracy

$58,000 - $98,000

Equal opportunity employer.