Executive Assistant - Bar Harbor, Maine

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.

• 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 Board Vantage
  • 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.

• Associate's degree in business administration,…