Executive Coordinator - HR, Payroll & Operations - Portland ME

ABOUT US

Stanford Management's mission is to create safe, beautiful, friendly, and engaged living communities that evoke pride and investment from residents and employees alike. Our core values lead us every day while we adapt in the ever evolving world of property management.

THE ROLE IS ONE SENTENCE

You keep our Director of Finance and Operations organized, on schedule, and moving forward — and you own HR and payroll for an established affordable housing company.

ABOUT THE ROLE

This is an important role for someone who is highly organized, trustworthy, proactive, and comfortable taking ownership of responsibilities from start to finish.

For more than 25 years, Stanford Management has provided quality affordable housing for families, seniors, and people with disabilities across Maine and Pennsylvania. Our home office is busy, and we need someone who brings order to it.

You’ll be the right hand to our Director of Finance and Operations: running the calendar, tracking deadlines, chasing follow-ups, and making sure nothing falls through the cracks. You’ll also take ownership of HR, payroll, and benefits administration.

CORE RESPONSIBILITIES — THE 5 F’S

Everything you do is in service of Stanford’s five pillars — the 5 F’s:

FULL

Support recruiting, onboarding, employee retention, and staffing efforts to ensure Stanford has the right people in the right positions to effectively serve our properties and residents.

FLUSH

Support accurate payroll processing, employee records, benefit administration, and other administrative processes that protect Stanford’s financial resources and ensure employees are paid accurately and on time.

FLAWLESS

Maintain accurate, organized, and confidential employee files and HR records. Ensure required documentation, deadlines, forms, and compliance requirements are completed accurately and timely.

FABULOUS

Create efficiency through organized administrative systems, accurate information, and dependable follow-through. Support leadership and employees by making sure the behind-the-scenes work gets done correctly.

FRIENDLY

Serve as a helpful and approachable resource for employees and leadership. Communicate professionally, respectfully, and openly while maintaining appropriate confidentiality and discretion.

WHAT YOU’LL DO

• Keep the Director organized — Manage the calendar, inbox, meetings, and follow-ups. Own the recurring monthly, quarterly, and annual deadlines so nothing slips.
• Run HR & payroll — Process payroll in Paychex Flex, maintain employee records, and handle benefits enrollment, changes, and leave paperwork.
• Bring great people on board — Post jobs, screen candidates, schedule interviews, and run onboarding from offer letter to first day.
• Keep the back office humming — Handle check runs, mail, invoices, and year-end filings (1099s, K-1s), and keep our compliance trackers current — inspections, certificates, and contracts.
• Be the go-to for employees — Answer questions, prepare HR communications, and keep training records current.
• Build better systems — Use technology and AI to streamline processes, automate the routine, and make the home office run smoother.
• Jump into special projects — Company events, process improvements, and whatever comes next for the organization.

WHAT WE’RE LOOKING FOR

• Highly organized and detail-oriented — you notice the small things and follow through until the job is complete.
• Proactive and dependable — you don't wait to be told what needs to be done; you anticipate needs, identify issues, and take ownership.
• Excellent communicator — you are comfortable communicating with employees, managers, leadership, vendors, and outside partners in a professional and friendly manner.
• Trustworthy and discreet — you understand that HR and payroll involve highly confidential information and handle that responsibility appropriately.
• Strong problem-solver — you can research an issue, determine the appropriate next step, and follow it through to resolution.
• Comfortable managing multiple priorities and shifting between HR, payroll, executive administration, and special projects.
• Technology proficient, with the ability to learn new systems and confidently use Microsoft Office and other business software.
• Team-oriented and service-minded, with a genuine desire to support employees and help Stanford Management succeed.

REQUIREMENTS

• High school diploma or GED required; additional education in human resources, business administration, accounting, or a related field preferred.
• 2–4 years of experience in HR, payroll, office administration, executive administration, or a related field preferred.
• Experience handling confidential employee information required.
• Experience with payroll and/or HRIS systems preferred; Paychex Flex experience is a plus.
• Strong Microsoft Office skills, including Outlook, Word, and Excel.
• Excellent written and verbal communication skills.
• Ability to work independently, prioritize responsibilities, meet deadlines, and maintain a high level of accuracy.
• Must be able to maintain confidentiality and exercise sound judgment when handling sensitive employee and company information.

WHY STANFORD MANAGEMENT?

• Real growth. Learn HR, payroll, and operations side by side with finance leadership.
• Accessible leadership. Our CEO is hands-on and genuinely invests in her team.
• A strong home office. Experienced, supportive people who have your back.
• Mission that matters. We don’t just manage housing — we build communities people are proud to call home.

Benefits. Stanford Management provides a generous benefits package that includes:

• Health insurance — multiple plan options, with Stanford contributing substantially to premiums.
• Dental & vision insurance options (employee-paid).
• Short-term & long-term disability insurance, fully paid by Stanford Management.
• 401(k) retirement plan with company match — eligible at your 1-year anniversary.
• Up to 3 weeks PTO annually.
• 10 paid holidays annually.
• Employee Assistance Program (EAP).
• Ongoing training & professional development opportunities.
• Company intranet with birthday & anniversary celebrations, training, employee contests, and a holiday adopt-a-family program.

Stanford Management is an equal opportunity provider and employer.

Stanford Management is an equal opportunity employer and provider. We are committed to building teams that reflect the diverse communities we serve and welcome applicants of all backgrounds, experiences, and perspectives — regardless of race, ethnicity, gender, age, disability, religion, national origin, or socioeconomic status. We believe our work is strengthened by a team as diverse as the residents we serve.

Job Type: Full-time

Pay: From $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $60,000