Job Description

Location: Portland, Maine (100 percent on-site)

Schedule: Full-time, Monday to Friday

Employment Type: Direct Hire

Are you a master of calendars, communication, and keeping things on track? We’re looking for an Executive Assistant who thrives in a fast-paced, high-trust environment. This is a 100% on-site role in Portland, Maine , supporting a senior executive Monday through Friday . We are looking for a highly organized, proactive Executive Assistant to support a senior leader in a fast-paced and high-impact environment. If you are someone who thrives on structure, communicates clearly, and can anticipate needs before they arise, we want to hear from you.

This role is ideal for someone who excels at managing complex calendars, streamlining communication, and bringing clarity to each workday.

Key Responsibilities

Calendar Management

• Maintain and update calendar daily.
• Schedule and coordinate meetings, calls, and appointments.
• Proactively block time for focused work, travel, or strategic planning.
• Assess urgency and importance of requests to help prioritize time.
• Rearrange or reschedule meetings as priorities shift.

Communication Support

• Monitor and screen communications across Slack, email, and text.
• Prioritize messages that require attention.
• Draft and edit communications on executive’s behalf.
• Ensure timely follow-ups on key items and conversations.

Travel & Logistics

• Coordinate occasional travel arrangements, including flights, accommodations, and itineraries.
• Prepare logistics for meetings, events, or off-site engagements.

Daily Briefings

• Morning Rundown: Provide a clear agenda for the day, flagging any changes or additions.
• End-of-Day Recap: Summarize key takeaways and preview the next day’s schedule.

What We’re Looking For

• Expert communicator with strong written and verbal skills.
• Highly organized and detail-oriented.
• Comfortable working in a fast-paced, high-trust environment.
• Able to maintain strict confidentiality and exercise sound judgment.
• Proactive, adaptable, and resourceful—able to anticipate needs before they arise.

Bonus Points

• Previous experience supporting C-level or senior leadership.
• Familiarity with messaging tools (Slack preferred) and calendar management platforms.

This is a high-impact role with real influence on daily operations. We look forward to connecting with professionals who bring focus, clarity, and efficiency to every task. Interested candidates should apply now.

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