EA is seeking a professional for an opportunity with a confidential 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 Vice President

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 Vice President is a global senior leader and corporate officer responsible for a broad portfolio spanning technology, enterprise sales, and customer support functions. The role supports a large, distributed organization with significant global reach and scale, requiring constant coordination across teams, time zones, and priorities.

His work style is highly engaged, forward-thinking, and precise. The position involves managing a substantial volume of complex information alongside regular travel, including periodic international commitments. Given the scope and pace of the role, this position is designed to be fully onsite to ensure close partnership, real-time decision-making, and seamless executive support.

Hiring Goal

The company and executive are seeking an Executive Administration Manager who brings deep, proven administrative experience and is ready for a meaningful next step in their career. This role is well suited for a high-performing Executive Assistant who has mastered the fundamentals and is looking to apply their skill set in a broader, more influential capacity.

The position requires someone who is nimble, highly organized, and consistently proactive—able to anticipate needs, manage complexity, and stay ahead of a demanding executive and department. The scope is significant and rewarding, calling for strong business acumen, sound judgment, and the ability to operate as a trusted partner to a highly committed senior leader.

ROLE OVERVIEW

Executive Support – 70%

• Heavy calendar logistics, most days back-to-back meetings

• Coordinate a high volume of full-cycle travel, both domestic and international

• Handle all logistics for meetings

• Prepare executive; creating binders (current system)

• 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

• 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)

• Organize and maintain contact database records via Outlook

• Help executive optimize time by assuming requests prior to executive, which in some cases means join meetings to learn future deal demands and forthcoming activities that may involve your executive

Business Unit Support – 20%

• Support with ad-hoc tasks (e.g., researching)

• Work closely to bridge direct report team to executive

• Support scheduling and agenda creation for meetings with team members (i.e., daily 1:1s)

• You will remain knowledgeable of business unit policies

Other 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

• Oversee an Admin team of 5

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 President or higher

• leverages technical systems

• Self-starter who identify items to be addressed without being asked

• Adaptable, charismatic and hospitable

Company Offerings

• Salary:Base $90,000k to $110,000k, non-exempt; plus bonus and OT

• Office: 8:30am - 5:00pm in office each day.

• Parking: Onsite parking lot.

• Office Perks: Three on-site cafes, a coffee shop and walking trails. Once a month, the 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)

• Standard Benefits: Quality benefits offered.

Interview Cadence (understanding things may pop up)

1. Phone screen between candidate and Exceptional Admins (30-mins)

2. If a fit, candidate creates personal, admin portfolio (2.5-hrs)

3. Once the candidate’s fit is confirmed, conduct video interview with Exceptional Admins (15-mins)

4. First client interview: video interview between candidate and company Talent Manager (30-mins, virtual)

5. Second client interview: candidate and Vice President (2-hours, onsite)

6. Connect with references

7. 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:

1. You enjoy working alongside someone who works hard to produce top results

2. You’ve handled extensive international travel before, and therefore, know how to make it seamless

3. You’re passionate about writing everything down and confirming expectations

4. You have a get-stuff-done spirit and like to have a variety of tasks to manage

5. You love working with a full calendar

6. Exceptional problem-solving skills where challenges don’t fluster you but energize you to ‘figure-it-out’

7. One of your regarded traits is being 10-steps ahead

8. You have exercised a breath of command in the past to help ‘manage’ up your executive(s)

9. You like to have things organized for quick retrieval

10. 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.