Executive Assistant to CEO

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Join our Growing Team and see why Summit Utilities, Inc was named as one of the Fastest Growing Denver Area Private Companies 2019 and 2020;
Best Places to Work in Maine 2019, 2020, 2021, 2022 and 2023; and Best Places to Work in Arkansas 2020 and 2023, Oklahoma 2022 and 2023 and Missouri 2023. Summit was also recently named one of Forbes 2023 America’s Best Small Employers.

Summit is a growing natural gas utility providing safe, reliable and clean burning natural gas service to homes and businesses in Arkansas, Colorado, Maine, Missouri, Oklahoma, and Texas. Being part of the Summit team means embracing excellence and innovation, committing to safety each and every day, and doing all that we can to serve each other, our customers and the communities where we live.

We aim to bring warmth and energy to everything we do.

We have an exciting opportunity for a Executive Assistant to CEO based in Portland, ME.

Provides administrative support to executive leaders while assisting other departments with key responsibilities.

• Executive level administrative support
  • Planning, organizing, and managing executives’ calendars, resolving overlapping commitments, and protecting time for priorities.
  • Coordinating logistics for meetings, including travel and hotel accommodations and other arrangements including meals, reservations, and communications.
  • Coding and processing executives’ expense reports and invoices.
  • Creating PowerPoint presentations and accompanying material.
  • Managing a variety of special projects for executives and others, while maintaining a high level of confidentiality
• Board of Directors support
  • Provide support to the Board of Directors, including:
  • Managing logistics for quarterly Board meetings, including lodging, food and transportation
  • Scheduling dinners and other events.
  • Processing expenses for reimbursement.
• Office Management
  • Providing support for office space hoteling by visiting or remote team members.
  • Management of office supplies.
  • Maintaining distribution lists for internal communications.
  • Interfacing with building management and facilities department for resolution of office facility issues.
  • Oversight of cleaning crews and coordination with other vendors as needs arise.
  • Assist with building moves or other office space needs.
  • Planning and coordination of social events for employees.
  • Other duties as assigned.
• Management of Documentation Database
  • Maintain database of documentation consisting of policies, forms and procedures, including:
  • Final review and formatting of documents created by others.
  • Creation of fillable PDF forms from Word documents.
  • Uploading documentation to company intranet.
  • Maintaining archive system of outdated documentation.
• Provide backup for team of other Executive Assistants.
  • Support other Executive Assistants across the organization by providing help with large projects, logistics, or whatever is needed to get the job done.
  • Provide backup for vacations.

• Bachelor’s degree preferred or equivalent experience.
• 3 or more years’ experience in an administrative role in a corporate environment.

• Willingness to assist with any request with a positive attitude and exhibit a high level of professionalism when dealing with employees, contractors, and vendors.
• Must be a self-starter who can recognize where processes can be improved and takes the initiative to improve them.
• Ability to be one step ahead and anticipate the needs of the company, resourceful and results oriented.
• Ability to proactively manage the day‑day schedule of a C‑level executive.
• Exceptional attention to detail and sense of urgency in resolving issues.
• Strong written and verbal communication skills.
• Outstanding time management and organizational skills.
• Incredible work ethic and follow through.
• Ability to take initiative and solve problems independently.
• Ability to multi‑task and work efficiently in a high‑paced environment.
• High level of proficiency with Microsoft Office tools including Word, Excel, PowerPoint and Outlook.
• Requires an…