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Secretarial, Clerical and Administrative Assistant Jobs

Executive Assistant (Remote)

Gotham Biotech

Portland, ME(remote)

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JOB DETAILS
SKILLS
Administrative Skills, Best Practices, Business Administration, Calendar Management, Communication Skills, Cross-Functional, Detail Oriented, Documentation, Establish Priorities, Executive Assistant Skills , Expense Reports, Information/Data Security (InfoSec), Leadership, Maintain Compliance, Manage Agenda, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Product Family, Microsoft Word, Multitasking, Operational Support, Organizational Skills, Presentation/Verbal Skills, Privacy Controls, Project Management Software, Record Keeping, Remote Team Management, Schedule Development, Slack, Time Management, Travel Planning, Vendor/Supplier Selection, Work From Home, Writing Skills
LOCATION
Portland, ME
POSTED
2 days ago

This is a remote position.

Summary
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to our executive leadership team. This remote role is critical in ensuring seamless day-to-day operations, enabling executives to focus on strategic priorities by managing complex schedules, coordinating high-level communications, and overseeing administrative workflows. The ideal candidate will possess exceptional attention to detail, strong discretion, and the ability to anticipate needs before they arise. As a trusted partner to senior leaders, you will play a pivotal role in maintaining operational efficiency, supporting corporate initiatives, and representing the executive office with professionalism and integrity. This position offers a dynamic, fast-paced environment with opportunities for growth and meaningful impact within a forward-thinking organization.

Responsibilities
  • Manage complex calendars, including scheduling meetings, travel arrangements, and executive commitments across multiple time zones.
  • Prepare and edit high-level correspondence, presentations, reports, and briefing materials with precision and professionalism.
  • Serve as the primary point of contact for internal stakeholders, external partners, and senior leadership, ensuring timely and accurate communication.
  • Coordinate and facilitate executive meetings, including agenda development, documentation, and follow-up action items.
  • Maintain confidential records and ensure compliance with data privacy and security standards.
  • Monitor and manage incoming communications, prioritizing urgent matters and escalating as appropriate.
  • Support project management efforts by tracking deliverables, deadlines, and cross-functional dependencies.
  • Handle expense reporting, vendor coordination, and procurement tasks with accuracy and accountability.
  • Anticipate executive needs and proactively resolve administrative challenges to maintain uninterrupted workflow.
  • Contribute to special projects and initiatives as assigned by the executive team.

Requirements

Requirements:
  • Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent experience).
  • Minimum of 4 years of experience as an Executive Assistant or in a similar high-level administrative role.
  • Proven track record of supporting C-suite executives or senior leadership teams in a fast-paced environment.
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and project management tools (e.g., Asana, Trello, Notion).
  • Exceptional organizational, time management, and multitasking skills with a keen eye for detail.
  • Outstanding written and verbal communication abilities, with the capacity to draft professional documents and communicate effectively at all levels.
  • High level of discretion, integrity, and professionalism when handling sensitive information.
  • Self-starter with the ability to work independently, take initiative, and adapt to evolving priorities.
  • Reliable internet connection and a dedicated, distraction-free home office environment.
  • Experience with virtual collaboration tools (e.g., Zoom, Microsoft Teams, Slack) and remote work best practices.


About the Company

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Gotham Biotech