Executive Assistant II

Northern Light Mercy Hospital |US:

ME:

Portland | Administrative Support | Full Time

Northern Light Mercy Hospital

Department: Hospital and Other Admin

Position is located: Mercy Fore River

Work Type: Full Time

Work Schedule: 8:00 AM to 4:30 PM

Summary:

Reporting to the NL Mercy Hospital President, the executive assistant II (EAII) is the lead administrator for the president and provides project management, continuity and thoroughness of thought, concept development through implementation, and clarity to those the President is leading. The EA II works closely with the NL Mercy Hospital Board of Directors providing logistical and administrative support. The EA II also performs a variety of administrative functions including complex calendar management, customer service, policy management, budget development, supply procurement, and event planning.

The executive assistant II coordinates scheduling for in person and web‑based meetings, telephone conference calls, retreats/summits, podcasts, employee updates, as well as travel and conference registrations.

Performs administrative functions in support of the hospital President and the Administration office:

• Demonstrates transparency, ease of access, follow through, and support as an extension of the hospital president.
• Answers phones, prioritizes incoming mail and routes questions or messages in proper direction, or if appropriate, answers inquiries. Develops process to ensure questions are routed appropriately and closure of inquiries has been met.
• Works with visitors to arrange their visit and where applicable, assists with related onsite and offsite meetings.
• Seeks additional resources within and outside of the department to match organizational priorities while respecting staff workload.
• Proactively creates documents needed by executive for review and disseminates the information and reports appropriately.
• Develops and maintains systems for ordering supplies for executive and the department. Addresses inconsistent practices and improves efficiencies.
• Manages corporate credit card account making discretionary purchases as needed to run the administration office including monthly reconciliation of account. Ensures proper accounting for purchases.
• Approves payroll for hospital president and other employees, as assigned, on a bi‑weekly basis.

Coordinates scheduling for hospital president:

• Schedules appointments and meetings (including web based and teleconference meetings) to maximize time and availability. Evaluates meeting requests and prioritizes based on executive’s direction and personal knowledge of strategic importance of subject matter.
• Schedules ongoing regular meetings with hospital president and their direct reports.
• Organizes and schedules presentations from outside vendors as requested. Schedules candidate interviews with the hospital president to ensure a timely process.
• Works as the event planner for off‑site meetings, overseeing the venue contracts, catering, AV and speakers.
• Coordinates hospital president’s travel plans including hotel, airfare, ground transportation, and registrations as needed. Processes expense reimbursement for self and hospital president, as appropriate.
• Prepares daily calendar and associated files and materials for hospital president.

• Includes drafting of agendas, compiling and gathering of meeting materials, posting to appropriate meeting portal, and communication to meeting participants and presenters including but not limited to department manager meeting.

• Assist in presentation and agenda development for Board of Director meetings and Board Committee meetings.
• At hospital president’s discretion, regularly communicates directly with Mercy Hospital Board Chair, Board Vice Chair, and the full Board via ongoing email messages, scheduling of phone/Zoom calls, and ad‑hoc communications.
• Provides assistance for the Mercy Hospital Board and Board Committees including, but not limited to, scheduling organizational meetings, preparing and maintaining agendas, handling board communications, posting materials to the Board portal, and gathering and organizing…