Executive Business Administrator jobs in Westbrook, ME

Executive Administrator

Great Diamond Partners is an independent wealth management firm committed to serving sophisticated clients and their families. When you join our team, you get a wonderful group of colleagues devoted to each other and their clients. You’ll feel a part of something meaningful and be doing your work with people you care about. Our values are Integrity, Compassion, Family, Wellbeing, and Development and they aren’t just words to us, we live them every day.

Our team focuses on both financial and lifestyle needs, through understanding clients as a whole and providing the resources and counsel that will empower them. We specialize in effective financial planning and investment management. We support our team, clients, and community in finding holistic health, balance, and contentment in life.

The Executive Administrator is responsible for creating a highly professional, organized, and customer service-oriented environment in the Great Diamond Partners office. This role keeps the office running smoothly in every aspect and ensures all team members receive the support they need; from greeting visitors, ordering supplies, planning events, calendaring, planning travel, bookkeeping, budgeting, data entry and filing. This role keeps selected leadership team members organized and ensures clear communication and excellent coordination both internally and externally.

What you will do:

• Manage the daily office operations, including preparing for visitors, scheduling and travel and supplies.
• Schedule team meetings, managing space and technology needs.
• Maintain a friendly, calm, helpful demeanor, with stellar hospitality.
• Organizes Human Resources information, creates spreadsheets, and manages databases as requested.
• Be the point of contact for office questions and troubleshooting.
• Manage overall facilities, vendors, contractors on office maintenance and track leases
• Coordinate expense management, payables, invoices, payments, support bookkeeping activities and maintain the office budget.

You’ll be a great fit if you:

• 10 years of experience as an Executive Administrative Assistant, Senior Executive Assistant or in other administrative assistant position serving leadership roles
• If our values speak to you and you are excited to live them in your work everyday.
• High degree of professionalism, initiative, conscientiousness, organization, accuracy, and attention to detail.
• Strong team player who genuinely enjoys taking care of others and following up with others to keep things running smoothly.
• High degree of confidentiality and ability to handle sensitive data.
• Pleasant, professional and friendly manner with excellent interpersonal skills.
• Proven analytical and independent problem-solving skills.
• Outstanding technology skills.
• Excellent written and verbal communication skills.
• Ability to handle multiple responsibilities simultaneously while remaining unflappable.

Working Conditions

• This position is required to be in the office during the core hours of 9-2pm and could be a full time or 32 hour a week position. Hours outside of 9-2pm could be flexible.

What do we offer:

• Great benefits, 100% company paid
• Competitive pay
• Nice working environment in downtown Portland
• A collaborative, team environment where we really care about one another.

Great Diamond Partners is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, age, color, religion, creed, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Portland, ME 04101 (Preferred)

Work Location: In person