Diversified USA · 1 day ago
Executive Assistant
Portland, ME
Full-time
Hybrid
Senior Level
5+ years expDiversified USA is seeking an experienced Executive Assistant to provide high-level support to the President and additional assistance to senior leadership. The role involves managing complex priorities, maintaining confidentiality, and ensuring effective communication and relationship management.
Media Production
Responsibilities
Provide comprehensive support to the President: calendar management, meeting coordination, presentations, expense reports, travel, and budget assistance
Coordinate employee recognition initiatives including procurement and distribution of gift cards and awards as needed
Serve as the President's backup and primary contact during travel or absences
Handle confidential information with absolute discretion
Act as professional liaison between the President and internal/external stakeholders
Draft and manage correspondence with appropriate tone, accuracy, and confidentiality
Distribute materials, follow up on action items, and coordinate meeting logistics for weekly VP meetings and strategic leadership meetings
Take detailed notes and consolidate action items for weekly VP meetings and other strategic leadership sessions
Proactively track and anticipate agenda topics based on priorities and deadlines for weekly VP meetings
Plan and execute company-wide internal events including two annual Town Halls
Partner with Employee Activity Committee and stakeholders on Town Hall logistics, vendors, budget, and communications
Serve as primary contact with President and Senior Leadership to develop Town Hall content and presentations
Work with Employee Activity Committee and Senior Leadership on organization of annual Holiday Party
Qualification
Required
5+ years supporting C-level or senior executives
Proven discretion handling confidential information with sound judgment
Strong collaborator who works independently to anticipate needs and take proactive action
Advanced proficiency in Microsoft Office Suite (Excel and PowerPoint)
Exceptional organizational skills with meticulous attention to detail
Outstanding written and verbal communication skills
Strong interpersonal skills and ability to build effective relationships across all organizational levels
Professional demeanor and composure under pressure
Flexibility adapting to changing priorities and business needs
Preferred
Project management and event planning experience
Background in fast-paced corporate, nonprofit, or professional services environments
Interest in leveraging AI tools for productivity and presentations
Experience supporting multiple executives
Bachelor's degree or equivalent experience
Benefits
Generous paid time off programs including vacation, sick leave and paid family and medical leave.
From training conferences to professional development seminars, we invest in resources, including LinkedIn Learning for all staff, that empower employees to excel in their careers.
Inclusive benefits beyond traditional healthcare coverage, including no-cost-to-you services. Free access to all employees and their families to a national network of licensed clinical psychologists, interactive self-paced programs, life coaches and 24/7 support.
Employees can earn credit towards their health insurance premiums by engaging in our Wellness Program which supports physical, mental, and emotional well-being through offering fitness challenges, webinars, and nutrition education.
Company
Diversified USA
Diversified (formerly Diversified Communications) is a leading international events and digital media company with a portfolio of face-to-face trade exhibitions and conferences and digital communities.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Paul Clancy
Chief Financial Officer
Whit Mitchell
Chief Financial Officer
Company data provided by crunchbase