Executive Secretary (AMICUS) in Bangor, Maine at AMICUS

Job Role and Reporting Structure

· The Executive Secretary reports directly to and provides administrative support to the CEO.

· The position requires at least an associate degree and five years of secretarial experience.

· The role demands independence, confidentiality, strong organizational skills, and flexibility to handle multiple tasks.

Professional Secretarial and Administrative Duties

· The Executive Secretary attends board meetings, produces minutes, and maintains accurate corporate records.

· The role involves preparing reports, managing legal, financial, and operational documents, including bylaws, policies, and contracts.

· The secretary supports/develops agency-wide policies and procedures, manuals, and forms, ensuring they are current and properly distributed.

· Tasks include maintaining personnel files, tracking certifications, managing incident reports and safety drills, and ensuring compliance with reporting requirements.

· The role involves supporting the coordination of employee recognition events.

· The role coordinates the annual insurance renewal process.

Office and Reception Support

· The Executive Secretary professionally greets visitors, answers calls, and directs inquiries.

· Office support includes managing supplies, equipment, and maintaining safety documentation.

Agency-wide Record Keeping and Compliance

· The Executive Secretary maintains critical records such as bylaws, board minutes, insurance, and legal documents.

· The role involves supporting agency audits, surveys, and accreditation processes.

Additional Responsibilities and Hours

· The Executive Secretary provides project support as assigned by the CEO.

· The position is full-time, generally from 8:00 am to 4:30 pm, Monday – Friday, in the Corporate Office, with a comprehensive full-time benefit package, including 100% employer-paid healthcare and dental insurance, all paid major holidays, tuition reimbursement, 401k match, and generous PTO schedule.

An application and resume are required before interview consideration for this position. For additional information or questions, please contact Denis in Human Resources.

Applications accepted until the position is filled.

Amicus is an EOE Employer.

EDUCATION & EXPERIENCE: The Executive Secretary will have a minimum of an Associate’s degree and a high level of administrative secretarial work experience in business and office management is required, preferably five years.

CONDITIONS OF EMPLOYMENT: The Executive Secretary must be able to comply with the essential duties of this job. This may include work on the computer for long periods of time and the ability to work under time constraints.

SPECIAL REQUIREMENTS: The Executive Secretary must be self-directed and have the ability to work independently; maintain confidentiality and to interact positively with a variety of people including persons served, Program Directors, and Board Directors. The Executive Secretary must possess strong skills in writing, presentation, organization, supervision, and time management. Flexibility is another must; projects with corporate office staff and Program Directors need to be balanced with other daily tasks.