Find & Apply For Executive Assistant Jobs in Topsham, Maine

Job Summary Work Location Hybrid / Multi-Location — Office, Home Office & Off-Site This is a flexible, multi-location position. The Executive Assistant will work between the company office, designated home office, and other off-site locations as needed. The position may require attendance at business meetings, appointments, events, errands, and other activities on behalf of the Executive and/or organization. The specific work location will vary based on the priorities and responsibilities of the day. Schedule The Executive Assistant is expected to maintain a flexible schedule based on business and executive needs. The position may occasionally require work outside of standard business hours, including attendance at meetings or events. Compensation $65,000 base salary, plus performance bonus Summary We are seeking a highly organized, discreet, and proactive Executive Assistant to support the Executive Chairwoman. This role serves as a critical partner in managing the Executive Chairwoman's time, communications, and priorities, enabling focused leadership across clinical operations, provider relations, and practice growth. The ideal candidate thrives in a fast-paced healthcare environment, exercises sound judgment with confidential information, and anticipates needs before they arise. Key Responsibilities Executive calendar and time management Meeting preparation and follow-up Email and communication management Project tracking and follow-through Business travel and meeting coordination Vendor and professional relationship coordination Document preparation and organization Confidential information management CEO administrative support Personal executive scheduling and logistics when directly related to supporting the executive Off-site meetings and appointments as needed Detailed Responsibilities Manage the Executive Chairwoman's calendar, including scheduling meetings, resolving conflicts, and prioritizing time against strategic objectives Coordinate travel arrangements, itineraries, and logistics for conferences, provider meetings, and site visits Draft, proofread, and manage correspondence, presentations, and internal communications on the Executive Chairwoman's behalf Prepare agendas, materials, and minutes for leadership meetings, board meetings, and provider gatherings Serve as a liaison between the Executive Chairwoman and internal leadership, providers, and external partners (vendors, consultants, referral partners) Track action items and follow-ups from meetings to ensure timely execution Handle sensitive and confidential information — financial, HR, patient-adjacent, and strategic — with discretion Manage expense reports, invoices, and basic budget tracking related to the Executive Chairwoman's office Assist with special projects, research, and reporting as directed (e.g., practice performance summaries, growth initiatives) Support planning for company events, team recognition activities, and provider onboarding as needed Anticipate the Executive Chairwoman's needs and proactively solve problems before they escalate Coordinates household/business logistics for an executive Qualifications 5+ years of experience as an Executive Assistant supporting C-suite or senior leadership, ideally in healthcare, dental, or a professional services environment Exceptional written and verbal communication skills Strong organizational skills with the ability to manage multiple priorities under tight deadlines High level of discretion and sound judgment handling confidential information Proficiency in Microsoft Office/Google Workspace; comfort with practice management or scheduling software a plus Bachelor's degree preferred, not required with equivalent experience Attributes We Value Calm under pressure, with a solutions-oriented mindset Polished, professional presence when interfacing with providers and external partners Strong attention to detail and follow-through High follow-through — reliably closes the loop on commitments without needing to be reminded Team-oriented, with genuine investment in the practice's culture and mission

Pay:

$65,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance

Experience:

Executive Assistant:

5 years (Required)

Work Location:

In person