Executive Assistant to S Vice President (Corporate ...

EA is seeking a professional for an opportunity with a company in the Pet Healthcare industry in Greater Portland, Maine. Exceptional Admins (EA) is 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 SVP 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 SVP just recently joined the organization, leaving behind a 26 year legacy with another company. The SVP will be a global senior executive responsible for a broad portfolio spanning technology, enterprise sales, and customer support functions. The SVP's traditional work style is highly engaged, future-forward, and quick. However, with being new, the executive is playing a lot of catch up, while fulfilling the demands of the role and leadership functions. The position involves managing a substantial volume of complex information alongside regular travel happening both international and domestic. Hiring Goal The company and executive seeks to hire an Executive Assistant that has strong administrative experience. The assistant will need to have established strengths in being nimble, proactive vs. reactive (note, the executive wrote a book on being proactive), and be highly organized (the executive disclosed this is not a strength he holds, so the assistant needs it as a strength in the top three). The role comes with great (rewarding) responsibility and requires an individual who has a strong business acumen for handling a busy department and a lot of stakeholder management. ROLE OVERVIEWExecutive Support - 50% Heavy calendar logistics, some days back to back meetings Email support; no inbox management at this time Coordinate full-cycle travel arrangements, mostly domestic Handle all logistics for meetings Prepare executive 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, using Concur Work with team members for special events and projects, such as town hall and team interactions Support communication/document preparation (i.e., proofreading and formatting) Stakeholder management by maintaining 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 Business Unit Support - 40% Support with ad-hoc tasks (e.g., researching) Work closely to bridge SVP to business units, customers and other executives Support scheduling and agenda creation for meetings with team members and customers You will remain knowledgeable of business unit policies Other Support - 10% Join a high performing admin team of three with all business unit initiatives (e.g., arrange team building activities), help with monthly town hall meetings, work with company update correspondence 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 working alongside a Director or higher Leverages technical systems Self-starter who identify items to be addressed without being asked Adaptable, charismatic and hospitable Company Offerings Salary: $80k to $90K (hourly, non-exempt), eligible for OT and 5% annual bonus target. Schedule/Hybrid: 8:00am - 5:00pm (8 days a month in office) Hours: This role is 40/hours a week. Parking: Free onsite parking lot. Office Perks: Three on-site cafes, a coffee shop, and walking trails Regular "Company Days" events, which provide perks and activities like free coffee, therapy dog yoga, games, and interesting lectures Access to an on-site gym, which includes fitness classes and bike/snowshoe rentals, for a reimbursable fee Standard Benefits: Comprehensive benefits including health/dental/vision insurance, 401k, PTO and observed holidays, and pet insurance. Interview Cadence (understanding things may pop up) Phone screen between candidate and Exceptional Admins (30-mins) If a fit, candidate creates personal, admin portfolio (2.5-hrs) Once the candidate's fit is confirmed, conduct video interview with Exceptional Admins (15-mins) First client interview: video interview with candidate and SVP (30-mins, virtual) Second client interview: candidate and company Talent Manager and other business unit executives (30-mins, virtual) Connect with references Third client interview: candidate and client staff (1-hr, onsite) Present Offer 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 are known, by those you've worked with, as being proactive You've handled extensive international travel before, and therefore, know how to make it seamless You're passionate about writing everything down and confirming expectations You are knowing for being highly-organized You understand, from prior experience, what a meeting heavy culture looks and feels like (and you enjoy the energy it demands and offers) Exceptional problem-solving skills where challenges don't 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 are known for your relationship management skills Would self-describe as "curious, attentive, and a team player" The company 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.

Created: 2026-03-08