Job description

Exceptional Admins (EA)is seeking a professional for an opportunity with a confidential company in the Pet Healthcare industry in Greater Portland, Maine.
EAis a boutique company that focuses on placing career minded professionals with growth-minded employers. The philosophy behind the EA process is to deliver top candidates to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, EA takes into consideration the desires of the candidate to produce a complete fit.
About Company and VP of Corporate Accounts
The company is a global leader in pet healthcare innovation. Their diagnostic and software products and services create clarity in a complex and evolving world of pets. The executive is very engaged as he spearheads corporate accounts in the amount of $750MM. He manages a large stream of information, alongside traveling nationally on a regular basis. He can be found traveling internationally a few times a year. His workstyle is engaged, future thinking, and precise. In order to make the biggest impact, this role reports to the office each day.
Hiring Goal
The executive seeks to hire a Senior Administrative Assistant that has a teachable spirit alongside strong administrative talents. The assistant will need to have established strengths: be nimble, proactive vs. reactive, and would self-describe as highly organized. The beginning of the relationship will be categorized as temp-to-hire due to a hiring freeze. This work-around expresses how much they are in dire need of help and how they know an assistant is their answer. The role comes with great responsibility and requires an individual that has a strong business acumen for handling outgoing and incoming matters.
ROLE OVERVIEW
Vice President Support 60%

• Heavy calendar management, some days back to back meetings
• Coordinate full-cycle travel arrangements, mostly domestic
• Arrange meetings and coordinate logistics
• Coordinate agendas and deliverables
• Organize room and needs for guests
• Track follow up tasks
• Generate and deliver follow up emails to participants on action items
• Complete expense reports, work with Concur
• Reports support
• Coordinate and plan special events and projects, the monthly town hall events are a new initiative
• Support communication/document preparation (i.e., proofreading and formatting)
• Organize and maintain contact database records via Outlook
• Help executive optimize time by assuming requests prior to executive, which means join meetings to learn future deal demands and forthcoming activities that may involve your executive
• Help with trade show activities like agenda creation, travel, and swag (up to 4 times a year)

Business Support 30%

• Support with ad-hoc tasks (e.g., researching)
• Work closely to bridge direct report team of 6 with executive
• Support scheduling and agenda creation for meetings with team members (i.e., daily 1:1s)
• Collaboration with an administrative team of 4 to provide high level service, including one in the UK
• Connect with Hospitality team regarding materials and swag
• You will remain knowledgeable of business unit policies

Office Support 10%

• Join admin team with culture initiatives (e.g., arrange team building activities), help with monthly town hall meetings, work with company update correspondence
• Work alongside a group of admins learning from each other and sharing information

Desired background and attributes
Candidates will be considered in totality of their skills and experience versus strict interpretation of must haves.

• Your toolbox holds skills meeting 75% of the needs outlined in the role
• Proficient with Microsoft Office 365 (Outlook, Teams, PowerPoint) some SharePoint
• Experience with event management
• Comfortable with technical systems
• Self-starter who identify items to be addressed without being asked
• Adaptable, charismatic and hospitable

Company Offerings

• Salary: $33.00 to $38.00/hour, dependent on experience.
• Office: 8:30am - 5:00pm in office each day.
• Hours: This role is 40/hours a week.
• Parking: Onsite parking lot.
• Office Perks: Three on-site cafes, a coffee shop and walking trails. Once a month, company offers free massages, interesting lectures, and therapy dogs on-site. Also on the schedule are company sponsored lunches and dinners.
• Wellness: Access to onsite gym which includes fitness classes (yoga, spin, TRX, bootcamp) at $21/month.
• Basic Benefits: Temporary benefits fulfilled throughCorTech

Is this the right fit for you?
The ideal employee would meet 8 out of the 10 attributes to be successful (and fulfilled) in this role:

• You enjoy working alongside someone who works hard to produce top results
• You hold a friendly disposition
• You're passionate about writing everything down
• You have a get-stuff-done spirit and like to have a variety of tasks to manage
• You love working with a full calendar
• Exceptional problem-solving skills where challenges dont fluster you but energize you to figure-it-out
• One of your regarded traits is being 10-steps ahead
• You have exercised a breath of command in the past to help manage up your executive(s)
• You like to have things organized for quick retrieval
• Would self-describe as curious, attentive, and a team player

IDEXX provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment, a drug screen and background investigations.

Job Type: Full-time

Pay: $33.00 - $38.00 per hour

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