Job Summary The Executive Assistant works directly with the owners and serves as the professional, front-facing representative of Evergreen Assisted Living's corporate office. This position supports executive priorities, keeps communication moving between the corporate office and communities in Maine, Texas, and Oklahoma, and helps ensure that requests, decisions, documents, meetings, and follow-up items are handled accurately and promptly. The role requires sound judgment, exceptional organization, discretion, responsiveness, and the ability to manage competing priorities in a multi-state assisted living organization. Minimum Qualifications

• Associate degree in business administration, office administration, communications, or a related field preferred. Relevant experience may be considered in place of formal education.
• Three or more years of progressively responsible administrative or executive support experience preferred.
• Experience in assisted living, health care, human services, or another regulated environment is a plus. Essential Duties and Responsibilities
• Provide high-level administrative support to the owners, anticipating needs, organizing priorities, and following through on assignments and commitments.
• Serve as a primary point of contact for the corporate office and communicate professionally with administrators, executive directors, house managers, employees, residents and families, vendors, contractors, regulators, and community partners.
• Facilitate clear, consistent, and timely communication between the owners, departments, and Evergreen communities in Maine, Texas, and Oklahoma.
• Screen, prioritize, and route telephone calls, emails, correspondence, visitors, requests, and time-sensitive matters to the appropriate person.
• Draft, proofread, format, and distribute professional correspondence, reports, presentations, notices, forms, and other executive or company documents.
• Maintain organized executive and corporate records in accordance with company procedures, record-retention expectations, and confidentiality requirements.
• Handle sensitive business, employee, resident, financial, and strategic information with strict confidentiality and sound judgment. Operational and Corporate Office Support
• Maintain an effective flow of information among Operations, Human Resources, Compliance, Finance, Marketing, and community leadership.
• Track requests, reports, approvals, licenses, contracts, projects, and other deliverables assigned by the owners; provide status updates and flag overdue or high-risk items.
• Assist with special projects
• Coordinate executive travel, lodging, itineraries, and related documentation when requested.
• Welcome corporate office visitors, maintain a professional reception environment, and help ensure callers and guests receive timely assistance.
• Monitor corporate office supplies, equipment, mail, deliveries, service needs, and vendor contacts; coordinate routine office operations.
• Help maintain accurate contact lists, leadership rosters, distribution lists, calendars, and community information for all locations.
• Promote consistent use of approved communication channels, templates, forms, and administrative processes across the organization.
• Identify process gaps and opportunities to improve communication, organization, responsiveness, and administrative efficiency.
• Perform other duties and special assignments as directed. Required Skills and Abilities
• Excellent written and verbal communication skills, including the ability to communicate diplomatically with people at all levels of the organization.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities across different locations and time zones.
• Demonstrated discretion and ability to protect confidential and sensitive information.
• Strong judgment, initiative, professionalism, follow-through, and problem-solving skills.
• Ability to work independently while remaining collaborative, approachable, and responsive.
• Ability to organize meetings, maintain accurate records, track deadlines, and prepare polished business documents.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams, and the ability to learn company systems and software.
• Professional interpersonal and customer-service skills suitable for serving as the forward face of the corporate office.
• Ability to adapt to changing priorities and respond calmly and appropriately to urgent situations.

Join us to be part of a vibrant team that values proactive problem-solving and enthusiastic support! This role offers an excellent platform for growth within a professional environment committed to excellence.

Pay:

$16.50 - $23.00 per hour Expected hours: 40.0 per week

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Education:

High school or equivalent (Preferred)

Experience:

Executive Assistant/Administrative Assistant:

1 year (Preferred) Ability to

Commute:

Bangor, ME 04401 (Preferred)

Work Location:

In person