Executive Administrator

Direct Hire Westbrook, Maine

• Location: Westbrook, Maine
• Type: Direct Hire
• Job #20412

ProSearch is seeking a highly skilled Executive Assistant to provide executive level support to a top leader at a leading organization in Greater Portland, Maine.

This is a strategic executive support role that goes beyond administrative tasks. You will manage high-level priorities, provide decision support, and act as a key liaison for C-suite leadership. Additionally, you will lead and develop a team of administrative professionals, elevating organizational efficiency and impact.
If you excel at C-suite executive support, thrive in a fast-paced environment, and enjoy mentoring a high-performing administrative team, this role is an excellent opportunity to make a meaningful impact in the technology industry.

Key Responsibilities

As the Executive Assistant, you will:

• Provide high-level executive support, including calendar management, meeting preparation, and strategic prioritization.

• Manage the executive’s time as a strategic asset, aligning schedules with organizational priorities.

• Act as a trusted liaison between, senior leadership, and external partners, exercising discretion and professionalism.

• Lead and mentor a team of administrative professionals, fostering collaboration, accountability, and career growth.

• Coordinate complex travel, manage expenses, and organize large-scale meetings and events.

• Prepare executive-level documents, presentations, meeting agendas, and briefing materials.

• Handle special projects, cross-functional initiatives, and ad hoc requests with precision and discretion.

• Triage incoming requests, assign tasks efficiently across the administrative team, and ensure seamless workflow.

Qualifications

• Minimum five years of executive support experience, including three years supporting C-suite leaders.

• Proven experience managing or leading administrative staff preferred.

• Strong project management skills and superior organizational ability to manage multiple priorities simultaneously.

• Ability to adapt in fast-paced, ambiguous environments while maintaining professionalism and discretion.

• Exceptional interpersonal, verbal, and written communication skills at the executive level.

• Proficiency with Microsoft Office Suite, travel & expense management software) and virtual collaboration tools such as Teams or Zoom.

• Bachelor’s degree or equivalent professional experience.

Preferred Experience

• Experience in biotechnology, SaaS, diagnostics, or related industries.

• Experience supporting or coordinating global teams across multiple time zones.

Work Environment

This is an on-site role at the company headquarters in Greater Portland, Maine. Candidates should be able to spend significant time on-site initially to build relationships and gain a strong understanding of the executive’s priorities.

Why Join This Company

• Competitive pay starting at $39 per hour, full-time (40 hours per week).

• Comprehensive benefits including health, dental, vision, retirement plans, and bonus eligibility.

• Opportunity to lead and develop a high-performing administrative team.

• Work in a mission-driven biotechnology research organization making a real impact on software and healthcare innovation.

• Inclusive, collaborative, and professional environment with opportunities for career growth.

How to Apply

If you are a proactive, highly organized, and experienced Executive Assistant with a track record supporting C-suite leaders, this is your chance to make an impact.
Apply today through ProSearch to join a leading organization in Greater Portland, Maine and take your career to the next level.

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