Executive Assistant - Medical Oncology

    • Job Tracking ID: 512708-818189
    • Job Location: Scarborough, ME
    • Job Level: Mid Career (2+ years)
    • Job Type: Full-Time/Regular
    • Date Updated: May 06, 2022
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
Invite a friend
facebook LinkedIn Twitter Email

Job Description:

New England Cancer Specialists (NECS) is looking for an Executive Assistant to provide complex administrative support to the President, CEO, COO, and CFO as well as act as a liaison to the board of directors and senior management teams, to organize and coordinate executive outreach, oversee special projects, and function as a scheduling resource to lead physicians at NECS sites.  The successful candidate will be creative and enjoy working within a small entrepreneurial environment that is mission-driven to better the lives of people with cancer and blood disorders. The ideal candidate will be able to exercise good judgment, in a variety of situations that requires confidential support, be self-motivated, have demonstrated superior written and verbal communication skills, strong organizational skills, and the proven ability to balance multiple priorities.


The primary location for this role is in Scarborough with some remote work time available.  Travel to other NECS sites maybe required based on the needs of the practice. The standard schedule is Monday through Friday, 8am to 5pm with some early morning and late evening meetings required to support the Executive Committee and Board of Directors meetings.

Please provide a CV and Cover Letter with salary expectations when applying.

NECS is a private medical practice composed of 13 oncologists and hematologists serving the region from 5 distinct locations in Maine and New Hampshire. Our mission is to make life better for people with cancer and blood disorders. Kindness, compassion, and respect are part of everything that we do - from our phone operators to our physicians, every person on our team is important, and everyone has influence. We are proud to be an adult oncology member of the Dana-Farber Cancer Care Collaborative, striving to provide the highest quality care and unmatched, holistic support for every patient, every day.

  Essential Functions

  • Complete a broad variety of administrative tasks for the President, CEO, COO, CFO, and Lead Physicians for each NECS site including managing an extremely active calendar of appointments, collaborating seamlessly with Patient Care Coordinators to limit the impact on the clinic, and coordinating schedules, arranging travel, conference registration, and completing expense reports.
  • Composing and preparing correspondence that is sometimes confidential.
  • Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates, and ensures schedules are followed and respected. Provides some 'gatekeeper' and 'gateway' roles, creating win-win situations for direct access to the key President's and CEO's time and office.
  • Communicate directly, and on behalf of the President and CEO, with Board members, staff, and others on matters related to the President's and CEO's programmatic initiatives.
  • Attend and keep minutes and attendance for Board meetings.
  • Work closely and effectively with the President and CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Drafting acknowledgment letters, personal correspondence, and other tasks to facilitate the President's and CEO's abilities to effectively lead the company.
  • Maintains discretion and confidentiality in relationships with all Board members.
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee members, including advance distribution of materials before meetings in electronic/ paper format.
  • Participates as an adjunct member of the Executive Team, including assisting in scheduling meetings, attending all meetings, and keeping minutes and attendance.
  • Arrange catering for meetings as needed.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Altos, EPIC, and social media web platforms.
  • Attending other events/ meetings as needed.
  • Assist Human Resources with arrangements needed for C-Level and provider candidates as needed.
  • Work closely with leaders and other staff members on special projects and/or scheduling needs.
  • Other duties as assigned.

Experience and Skills:

  • A high school diploma or GED is required. College degree preferred.
  • Three to five years of experience as a personal or administrative assistant, preferably in a C-Suite environment. Experience in a health care field, oncology experience preferred.
  • Prior professional experience managing travel arrangement preparation; coordinating complex calendars and coordinating multi-level events.
  • Must be flexible, self-starter, resourceful, diplomatic, and intuitive when working both independently and in a team environment.
  • Affability, approachability, discretion, and well-developed 'people skills are essential.
  • Excellent technology skills are required. The candidate must be fluent with the Microsoft Office suite of programs and be comfortable producing detailed Excel charts. Must be comfortable working within EHR to complete tasks as needed.
  • Knowledge and application of medical terminology are required.
  • Previous experience with electronic medical record systems is required.
  • Exceptional customer service experience required.


New England Cancer Specialists offers competitive pay and a comprehensive benefits package to our employees. Our benefits include medical, prescription, dental, and vision insurances. Company-paid Life Insurance, Short Term, and Long-Term disability insurances as well as Long Term Care insurance. Other benefits include a company-sponsored retirement program, generous Paid Time Off in addition to 10 Company-paid holidays, a Wellness Program, and other voluntary benefits.

Equal Employment Opportunity Policy

New England Cancer Specialists provides equal employment and promotional opportunity to all qualified employees and applicants, on the basis of experience, knowledge, training, education, ability to perform the essential functions of a position, and overall performance. All employment and promotional opportunities will be conducted in a lawful basis without regard to an individual’s race, gender, age, religion, national origin, ancestry, color, physical or mental disabilities, sexual orientation, marital status, veteran status, or other characteristic protected under Federal, State, or local law.

If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time by contacting Human Resources at (207) 303-3372 or email us at jobs@newecs.org.