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Job description
Senior Executive AssistantWe're looking for an experienced, highly organized Senior Executive Assistant to support our CEO. You have many years of experience supporting senior executives and are comfortable handling both professional and personal work. You love finding smarter ways to work, and you're quick to try new technology, including AI, when it helps you stay a step ahead. You're service oriented with a track record of making life easier for the people you support. This role is based in Portland, Maine and requires regular in-person presence on a regular basis.This person will need to work in Portland, ME area.As part of the team, you will:Own calendar management across professional and personal commitments. Schedule meetings, coordinate logistics, and keep a weekly, monthly, and quarterly plan so the CEO's time goes to top priorities and high-value outcomes.Plan and run complex travel and logistics including itineraries, briefing agendas, ground transportation, lodging, and backup plans. Complete and reconcile expense reports accurately and on time.Drive task management and prioritization by turning goals into action plans, tracking deadlines and deliverables, and clearing obstacles so key work keeps moving.Draft correspondence and materials such as emails, letters, internal communications, invitations, talking points, slides and meeting briefs, with the right tone, confidentiality, and professionalism.Act as the gateway to the CEO's time. Triage requests, negotiate scheduling tradeoffs, and find solutions that work for internal partners, external stakeholders, and key contacts.Keep the CEO prepared through timely reminders, short briefings, and organized follow-ups, so nothing slips through the cracks across fast-moving priorities.Use judgment on meetings and events. Recommend declining, delegating, or alternatives when appropriate, and protect focus time while keeping up high-impact relationships and obligations.Manage the flow of communication (internal, external, and sometimes personally), both directly and on the CEO's behalf, making sure messages are routed, tracked, and answered clearly and promptly.Prioritize and respond to incoming communications (email, calls, texts, DMs): flag what's urgent, anticipate next steps, draft responses for review, and reply on the CEO's behalf when appropriate in a consistent, professional voice.Use technology to work smarter. Get the most out of Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Meet), keep contact and relationship records in Salesforce, and use ChatGPT and other AI tools to draft, summarize, research, and automate routine work.Handle special projects and personal matters with discretion, including vendor coordination, reservations, household and admin needs, and time-sensitive requests.Support an active family and social calendar by tracking key dates and events.You're a good fit because you have:5+ years of experience as an executive assistant, including direct support of senior executives (C-suite preferred)Experience managing complex calendars, scheduling meetings, and preparing meeting agendasA background in booking complex, multi-leg travelThe ability to multitask, prioritize, meet deadlines, and stay calm under pressureExcellent written and verbal communication skillsA track record of being highly organized and detail-oriented in a fast-paced environmentStrong interpersonal skills and the ability to build relationships and influence across the organizationSensitivity, tact, and responsiveness, with a high level of confidentialityExpert proficiency in Google Workspace, plus working knowledge of Microsoft OfficeHands-on experience with CRM and project management tools(logging activity, managing contacts, pulling reports)Regular, practical use of ChatGPT or similar AI tools, with good judgment about when and how to use them, especially with confidential informationThe ability to learn new tools and technologies quicklyResidence in, or willingness to relocate to, the Portland, ME areaNice to have:Experience supporting an executive with public-facing personaExperience with automation tools (e.g., Zapier, Google Apps Script) or AI scheduling and note-taking assistantsExperience in a healthcare or high-growth startup settingWe will offer you:Competitive compensation that reflects the value you bring to the team a combination of cash and equityRobust benefits that include health insurance, wellness benefits, 401k with a match, unlimited PTOOpportunity to work alongside a passionate team that is determined to help change the world (and have fun doing it)Please Note: Research shows that candidates from underrepresented backgrounds often don't apply unless they meet 100% of the job criteria. While we have worked to consolidate the minimum qualifications for each role, we aren't looking for someone who checks each box on a page; we're looking for active learners and people who care about disrupting the current healthcare system with their unique experiences.We do not conduct interviews by text nor will we send you a job offer unless you've interviewed with multiple people, including the Director of People & Talent, over video interviews. Job scams do exist so please be careful with your personal information.
Worksite address
portland, ME, 04101, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.