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Executive Assistant

Portland, ME | Full Time
16 Days Ago

Job Description



The Gulf of Maine Research Institute (GMRI) develops collaborative solutions to global ocean challenges. Our scientists explore dynamic ocean systems from marine life to environmental conditions to coastal economies. We infuse our discoveries into the policy arena and design solutions with fishermen and seafood businesses to protect fishery resources, harvest them responsibly, and market them as premium quality food. We share our discoveries with the public and nurture a culture of leadership in communities that depend on the sea. Our education programs cultivate science literacy and build a foundation of collaborative problem-solving among our next generation of leaders, scientists, citizens, and stewards. Each year, we serve over 25,000 stakeholders from Cape Cod to Nova Scotia.

The Executive Assistant will provide critically important support to Management team members. The position requires a resourceful and highly technically proficient professional to manage day-to-day administrative needs effectively and efficiently in the fast-paced environment of this growing institution. The Executive Assistant (EA) is expected to demonstrate a proactive approach to problem solving with exceptional organizational skills, excellent written and oral communication skills, able to exercise the utmost discretion and possess a positive, can-do attitude. The position requires that the Executive Assistant be highly organized and able to support, manage and facilitate the needs of various members of the Management Team. 

The position includes interactions with both internal partners and external organizations and encompasses a broad range of tasks including areas such as schedule and calendar management, coordination of travel and events, coding, and approving vendor invoices, coordinating cross-program activities, assisting with reporting, developing timelines, creating presentations and records management. The position requires someone with a strong attention to detail, good organization and critical thinking skills, the ability to handle all responsibilities in a discrete and efficient manner, and strong Outlook, Word, and PowerPoint skills. 



Responsibilities will include a mix of:

Maximize productivity of the Chief Development Officer (50%):

  • Provide general administrative support to the Chief Development Officer (CDO), including but not limited to internal and external scheduling needs, booking travel and associated accommodations, preparing and filing expenses reports, etc.
  • Support CDO with documenting, written and phone communications in Development’s constituent management system.
  • Provide administrative support (schedule, set-up, follow-up) for a variety of internal and external meetings, including strategic planning efforts.
  • Organize and participate in weekly Development Team meetings (agenda, notes, follow-up items);
  • Scheduling and coordinating attendance to quarterly Strategic Gifts Committee meetings.  
  • Preparing meeting materials and reports, as needed by the Chief Development Officer
  • Attending donor and general engagement events, supporting various needs including, but not limited to, registration, food pick-up and delivery, etc. on an as needed basis
  • Coordinate meetings with individual, corporate, and foundation prospects, in cooperation with Development staff (schedule, set-up, refreshments, AV needs, and other details);
  • Assist as needed with catering, décor, staff coordination, and other event logistics for a variety of fundraising and friend-raising events in conjunction with Engagement Programs Specialist;
  • Assist with meeting reports, follow-up communication, and next steps.
  • Other administrative duties and special departmental project needs, as assigned by the Chief Development Officer 

Maximize productivity of other Management Team members (25%):

  • Manage an active calendar of appointments, understand priority/urgency, and reorganize appropriately
  • Schedule complex meetings and maintain multiple calendars
  • Provide scheduling and logistical support (travel arrangements, rental cars, hotel accommodations) as needed/requested
  • Preparation of documents, Board materials, and other internal & external communications, as requested
  • Coordinate with Accounts Payable to complete or resolve payment transactions and documentation.
  • Coordinate/assist with department meetings and events
  • Expedite handling of correspondence and phone calls while maintaining a high level of discretion and communicating professionally in writing and verbally across all levels of the company and externally
  • Utilize MS Office products (Word, Excel, PowerPoint), Google G-Suite and Slack to prepare, modify and proofread presentation materials, organization charts, reports, and letters

Other General Responsibilities (25%):

  • Co-manage Reception area to ensure full coverage during normal business hours
  • Manage all aspects of office administration using independent thinking and judgment with sole discretion for office procedures
  • Make meeting arrangements, conferencing technology set-up, and coordination with Facilities staff on after-hours events
  • Collaboration with other GMRI administrators on organization-wide topics, scheduling, communication, and events. 
  • Complete various assignments as requested with minimal supervision, including meeting planning, external vendor support, and special projects



GMRI will seek candidates with demonstrated project management and administrative skills, strong oral and written communications skills, a friendly and professional demeanor, lots of energy, and an interest in science, education, and/or the sea. 

Required Qualifications:

  • Five years of administrative experience, including executive level; and/or project management experience.
  • A self-starter capable of and content with shifting between high level projects and the mechanics of efficient administrative work.
  • Sensitivity, discretion, understanding, and experience working with confidential information.
  • A team player who enjoys interacting with educators, entrepreneurs, and scientists, amid the work of a creative and disciplined environment.
  • Demonstrated analytical, planning, and organizational skills
  • Administrative experience - organizing, office systems, department/group support.
  • High level of problem-solving ability including independent judgment and decision-making skills
  • Advanced level of proficiency in Microsoft software (MS Word, Excel, PowerPoint, scheduling, internet, Outlook, and knowledge of SharePoint)
  • Highly proficient oral and written communication skills
  • Demonstrated ability to take initiative and work independently

Other Preferred Qualifications:

  • Interest in working in a demanding, dynamic, and entrepreneurial setting.
  • Team player with a sense of humor and ability to remain flexible to changing needs.
  • Able to setup meeting rooms, e.g., move tables, chairs, and other light equipment.
  • Interest in the Gulf of Maine, coastal communities, science, and education.

Diversity and Inclusion:

Gulf of Maine Research Institute has a long-standing policy and commitment to providing equal access and equal employment opportunities in all terms, conditions, processes, and benefits of employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or veteran status. GMRI's employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or veteran status.

Applicants and employees are encouraged to voluntarily self-identify their race/ethnicity, gender, disability status and veteran status to assist GMRI in fulfilling various data reporting requirements of the federal government. This self-identification is completely voluntary, will be kept confidential and separate from your application data, and used only to meet federal reporting requirements. Providing or declining to provide this information will not result in adverse action of any kind

Salary and Benefits:

Gulf of Maine Research Institute offers a competitive salary and benefits package.

Salary: $52,000 to $ 62,000

Application Instructions:

All applications must be accompanied by a cover letter and résumé. Review of applications will begin immediately and will continue until the successful candidate has been selected.

Per GMRI’s Mandatory COVID-19 Vaccination Policy, all GMRI personnel are required to maintain full vaccination status against COVID-19, as defined by CDC, unless a reasonable accommodation is approved.

Company Overview

  • Website
  • Headquarters PORTLAND, ME
  • Size 50 - 100
  • Founded 1968
  • Type
  • Revenue $10M - $50M
  • Industry Business Services
  • About gulf of maine research institute

Skills for Executive Assistant

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Career Path for Executive Assistant

The following is the career advancement route for Executive Assistant positions, which can be used as a reference in future career path planning. As an Executive Assistant, it can be promoted into senior positions as an Executive Assistant IV that are expected to handle more key tasks, people in this role will get a higher salary paid than an ordinary Executive Assistant. You can explore the career advancement for an Executive Assistant below and select your interested title to get hiring information.