Executive Assistant to SVP (Commercial Finance) - ...

Exceptional Admins (EA) is seeking a professional for an opportunity with a confidential company in the Pet Healthcare industry in Greater Portland, Maine. 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 Senior Vice President, Commercial Finance and Sales Operations 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 has been with the company for over 14 years. The SVP's traditional work style requires work with numbers each day, a future-forward mindset, and team-oriented. The role to support this executive is open due to an admin moving to a new department. The position involves managing a substantial volume of complex information. Hiring Goal The company and executive seeks to hire an Executive Assistant that has strong administrative experience, maybe even direct experience within a financial team (or financial organization). The following traits ensure a successful partnership: experience working inside or close to a financial team, experience with forecasting needs for a busy executive, and being highly organized. The role supports many routine admin tasks alongside ad hoc requests. ROLE OVERVIEWExecutive Support - 50% Heavy calendar logistics, some days back to back meetings Email support; no inbox management at this time (future goal) 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 executive and his team on special events and projects Support communication/document preparation (i.e., proofreading and formatting) Stakeholder management by maintaining contact database records via Outlook Help executive with all direct report logistics including, meetings, meeting logistics, post-meeting follow up, tasks, and changes 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 - 50% Support with ad-hoc tasks (e.g., research) Work closely to bridge SVP to other business units, customers and other executives Be well informed on business unit policies and activities to build 'advising' skills Support SVP connecting with direct reports (3 domestic, 2 international) (some scheduling) Support cross-functional meeting coordination and preparation (occasional catering) 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 Standard Benefits: Comprehensive benefits including health/dental/vision insurance, 401k, PTO and observed holidays, and pet insurance 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 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' You ask proactive questions in order to connect the dots, staying 10-steps ahead You have exercised a breath of command in the past to help 'manage' up your executive(s) You enjoy understanding context in order to alleviate decision fatigue of your Executive You are known for your relationship management skills Would self-describe as "curious, attentive, and a team player" 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