Executive Assistant

DC Maine
121 Free Street
Portland, ME 04101, USA

We are seeking an experienced and proactive Executive Assistant to provide high-level support to the President of Diversified USA, with additional support to senior leadership as needed. This strategic role requires exceptional judgment, the ability to collaborate effectively while anticipating needs independently, and discretion in managing sensitive information. The ideal candidate will be a trusted partner who excels at building relationships, managing complex priorities, and delivering results with professionalism and attention to detail.

KEY RESPONSIBILITIES

Executive Support & Administration

• Provide comprehensive support to the President: calendar management, meeting coordination, presentations, expense reports, travel, and budget assistance
• Coordinate employee recognition initiatives including procurement and distribution of gift cards and awards as needed
• Serve as the President's backup and primary contact during travel or absences
• Handle confidential information with absolute discretion

Communication & Relationship Management

• Act as professional liaison between the President and internal/external stakeholders
• Draft and manage correspondence with appropriate tone, accuracy, and confidentiality

Meeting Support & Documentation

• Distribute materials, follow up on action items, and coordinate meeting logistics for weekly VP meetings and strategic leadership meetings
• Take detailed notes and consolidate action items for weekly VP meetings and other strategic leadership sessions
• Proactively track and anticipate agenda topics based on priorities and deadlines for weekly VP meetings

Event Planning & Coordination

• Plan and execute company-wide internal events including two annual Town Halls
• Partner with Employee Activity Committee and stakeholders on Town Hall logistics, vendors, budget, and communications
• Serve as primary contact with President and Senior Leadership to develop Town Hall content and presentations
• Work with Employee Activity Committee and Senior Leadership on organization of annual Holiday Party

REQUIRED QUALIFICATIONS

• 5+ years supporting C-level or senior executives
• Proven discretion handling confidential information with sound judgment
• Strong collaborator who works independently to anticipate needs and take proactive action
• Advanced proficiency in Microsoft Office Suite (Excel and PowerPoint)
• Exceptional organizational skills with meticulous attention to detail
• Outstanding written and verbal communication skills
• Strong interpersonal skills and ability to build effective relationships across all organizational levels
• Professional demeanor and composure under pressure
• Flexibility adapting to changing priorities and business needs

PREFERRED QUALIFICATIONS

• Project management and event planning experience
• Background in fast-paced corporate, nonprofit, or professional services environments
• Interest in leveraging AI tools for productivity and presentations
• Experience supporting multiple executives
• Bachelor's degree or equivalent experience

ADDITIONAL INFORMATION

• Travel: Potentially 1-2 trips annually
• Work Schedule: Hybrid with two days/week in office plus key meetings and events
• Work-Life Balance: Generous paid time off programs including vacation, sick leave and paid family and medical leave.
• Training & Development: From training conferences to professional development seminars, we invest in resources, including Linked In Learning for all staff, that empower employees to excel in their careers.
• Comprehensive Healthcare : Inclusive benefits beyond traditional healthcare coverage, including no-cost-to-you services. Free access to all employees and their families to a national network of licensed clinical psychologists, interactive self-paced programs, life coaches and 24/7 support.
• Wellness Benefits: Employees can earn credit towards their health insurance premiums by engaging in our Wellness Program which supports physical, mental, and emotional well-being through offering fitness challenges, webinars, and nutrition education.

We are dedicated to creating, promoting, and nurturing a safe & inclusive work environment and we expect the same from each of our employees. We value diverse talents and welcome individuals with unique backgrounds, working styles, and skillsets. We believe that our differences make us a better team and stronger community by allowing us to make better decisions, be more innovative, and better serve our customers and business partners.

We invite you to learn more about us.

Equal Opportunity Employer
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.