Overview
Executive Assistant to the Co-CEO Jobs in Bangor, ME at Wabanaki Public Health and Wellness
Wabanaki Public Health & Wellness (WPHW) is growing, and we are excited to be adding new people to our team! If you value inclusivity, balance, and cultural centeredness and have a true passion for serving others, you may be a great fit for our team! WPHW is a non-profit organization that serves four federally recognized tribes located in five communities: the Houlton Band of Maliseet Indians, the Aroostook Band of Mi’kmaq, the Passamaquoddy Tribe at Indian Township, the Passamaquoddy Tribe at Pleasant Point, and the Penobscot Nation. Wabanaki traditions, language, and culture guide our approach and describe the ways we live in harmony with each other and the land we collectively share. Services are available to community members living on and off-reservation across the State of Maine.
Position Summary:
The Executive Assistant provides high-level assistance to ensure efficient operations. This position manages the CEO’s schedule, handle critical communications, and represent the CEO’s voice in emails, calls, and meetings. This is essential role to help ensure top executives stay focused on strategic goals, while ensuring daily priorities, issues, and projects are appropriately managed. This is a 40-hour week position located in the Bangor office.
Duties and Responsibilities:
Event & Schedule Management
Effective and efficient management of the CEO’s schedule and calendar to coordinate meetings, conferences, and travel arrangements.
Organization of schedule to ensure each day begins with focus and ends with a sense of achievement.
Diplomatically handle requests, adjust appointments, and devise creative solutions to fit various commitments.
Support Co-CEO’s management of personal appointments with discretion and confidentiality.
Coordinate high-profile events and meetings, ensuring smooth execution and flawless hospitality for attendees.
Coordinate meetings with all key participants, find mutually agreeable times, and send meeting invites.
Coordinate events in collaboration with the Wabanaki Welcome Manager.
Prepare detailed agendas that clarify goals and outcomes.
Provide support with Zoom meeting logistics; ensure proper links and one-touch details are available for all meetings, file recording meetings in a central location, and provide technical assistance on zoom functionality, as needed.
Maximize meeting efficiency by ensuring all relevant data and insights are available beforehand.
Assist with presentation preparation by draft impactful presentations highlighting key messages and objectives.
Ensure that all presentation equipment is set up and working, mitigating any technical glitches before the presentation.
Attending executive meetings to prepare minutes/summaries, capture action items and next steps.
Communications
Oversee Leadership Support and CEO’s mailbox, messages, emails, calls, and other correspondence.
Prioritize urgent matters.
Draft professional and polished documents on behalf of the CEO and ensure communications are relevant, professional, correct, and transparent.
Identify critical messages from board members or partners and draft thoughtful responses
Ensure messages convey leadership’s tone and vision.
Maximize productivity and simplify communications through the utilization of the right tools and techniques.
Preparing thank you acknowledgements and follow-up correspondences.
Serve as media contact for executive leadership, work with communications on media.
Set up relevant meetings around such departments with follow-ups, thus promoting teamwork that allows for accomplishing the larger aims of the organization.
Executive Support
Manage Office Operations & Administrative Tasks
Manage office operations and administration tasks including, but not limited to, ordering supplies, supporting office-related needs, placing food orders, etc.
Ensure all parties and executive team members are aligned and well-informed.
Manage Projects for CEO
Managing all aspects of special projects as assigned. S/he is expected to perform duties with a high degree of independence, initiative, and judgment.
Assist in planning, executing, and monitoring key projects. Collaborate with cross-functional teams to ensure project success.
Provide assistance with Auntie on Air podcast.
Handling Expense Reports & Budgeting
Make all travel and accommodation arrangements.
Keep track of Co-CEO’s daily expenses, complete appropriate forms, and ensure all expenses have corresponding receipts with program coding and expense justification.
Ensure the accurate and thorough reporting of time and activities.
Work closely with the Co-CEOs to plan budgets for various projects and proposals.
Maintaining Confidentiality & Discretion
Manage sensitive information, from strategic plans to financial data, with the utmost discretion.
Ensuring all communication is kept private and secure.
Serve as a trusted confidant, providing a safe space for the CEO to discuss delicate matters openly.
Perform other duties as assigned.
Education and Experience Required:
At least 5 years of progressively complex administrative and scheduling experience – preferably supporting senior management or C-level executive(s) in a non-profit setting.
Proven experience prioritizing and decision making with respect to scheduling and scheduling changes.
Experience working in a stressful and fast-paced environment.
Proficient use of standard office equipment such as printers, copiers, faxes, and scanners etc.
Computer Required:
Proficient in Microsoft Office Suite/Microsoft 365, Teams, Zoom, Google Workspace, and other productivity tools.
Digital Communication: Familiar with tools like email, messaging apps, and video conferencing platforms.
Social Media Savvy: Understand social media to manage or monitor professional online presence if needed.
Calendar & Task Management: Proficient with Microsoft Outlook, Zoom, and other Office 365 tools for efficient scheduling and task management.
Skills and Qualifications Required:
Proven interpersonal skills and experience providing complex administrative support in a high-profile environment with courtesy, professionalism, diplomacy, efficiency, and confidentiality.
Excellent verbal and written communication skills, including grammar, spelling and composition are necessary.
Ability to take a stated vision and create a plan of action.
Very strong organizational skills, time-management skills, and analytical abilities.
Well-organized and detail oriented.
Extremely proactive and solutions-oriented with an anticipatory need, taking the initiative.
Stays composed and practical under pressure, adapts to changes, and remains open to new ideas
Able to break down complex issues, identifying solutions and actionable steps.
Works under minimal supervision; can set own work sequence and pace within process limitations, as well as a self-starter who will be to take direction and feedback from supervisor, as needed.
Flexibility, creativity, and ability to work with a variety of personalities and constituencies to meet the demands of the role.
Possession of a valid driver’s license and the ability to be insurable under the Agency’s automobile insurance plan at the standard rate.
Must pass criminal background check.
Wabanaki Public Health & Wellness is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
Title: Executive Assistant to the Co-CEO
Company: Wabanaki Public Health and Wellness
Location: Bangor, ME
