Executive Assistant

Job Type

Full-time

Description

Job Title: Executive Assistant, Offices of CDO and CCO

Supervisor: Chief Development Officer

Reports to: Chief Development Officer and Chief Communications Officer

Starting Salary Range: $65,000-$70,000

Overview:

The Gulf of Maine Research Institute (GMRI) develops and delivers collaborative solutions to global ocean challenges. We are dedicated to the resilience of the Gulf of Maine ecosystem and the communities that depend on it. To learn more, visit gmri.org.

The Executive Assistant (EA) has primary responsibility for providing confidential administrative and operational support to the Chief Development Officer (CDO) (75%) and the Chief Communications Officer (25%). This role will serve as liaison between the Development Department, Communications Department, and the Office of the President. The position requires a resourceful, organized, and highly technically proficient professional to manage day-to-day operations effectively and efficiently. The EA will transition seamlessly between different tasks and roles, demonstrating the ability to collaborate across programs and implement work independently. The EA is expected to exhibit a proactive approach to problem solving with exceptional organizational, written, and oral communication skills, be able to exercise the utmost discretion, and possess a positive and professional attitude.

This role will include frequent communication and interaction with both internal and external stakeholders, including but not limited to donors, senior-level personnel, and the Board of Directors, to assist with GMRI and Development objectives. The position requires someone with exceptional attention to detail and critical thinking skills, the ability to thrive in a dynamic, fast-paced environment, and strong CRM, Raiser's Edge, and Microsoft Office skills.

Responsibilities/Tasks:

Maximize productivity of the Chief Development Officer (75%):

• Manage day-to-day operations of the CDO: manage and maintain calendars, including scheduling complex meetings, understanding priority/urgency; support budget management process, as needed; provide scheduling and logistical support (e.g., travel arrangements, rental cars, hotel accommodation, etc.); preparing and filing expense reports (coordinating with Accounts Payable), etc.
• Proficient management of the CDO's donor portfolio in Blackbaud/Raiser's Edge database
• Ensures CDO is well-informed of upcoming commitments and responsibilities, providing timely follow-ups and acting as a key advisor by maintaining awareness of organizational dynamics and relevant issues
• Provides administrative support (schedule, set-up, follow-up) for a variety of internal and external meetings, anticipating executive needs; prepare and distribute notes, agendas, and minutes for meetings
• Organizes and participates in bi-weekly Team meetings (agenda, notes, follow-up items)
• Supports the CDO in managing special projects; serve as an effective project manager and ensure projects are well organized and completed on time and to specifications
• Manages executives' tasks and projects in Asana
• Collaborates with other departments to gather information and support the CDO's initiatives
• Utilizes MS Office products (Word, Excel, PowerPoint), Google G-Suite, and Slack to prepare, modify, and proofread presentation materials, organization charts, reports, and letters
• Provides support and coordination for events, retreats, and other related activities, coordinating with Facilities staff on after-hours events
• Provides support and coordination for Board-Level Committee meetings, including preparation, scheduling, catering, and minutes

Maximize productivity of the Chief Communications Officer (25%):

• Manage day-to-day operations of the CCO: manage and maintain calendars, including supporting meeting scheduling, understanding priority/urgency; support budget management process, as needed; provide scheduling and logistical support (e.g., travel arrangements, rental cars, hotel accommodation, etc.); preparing and filing expense reports (coordinating with Accounts Payable), etc.
• Provides support and coordination for Board-Level Committee meetings, including preparation, scheduling, catering, and minutes
• Organizes and participates in weekly Team meetings (agenda, notes, follow-up items)
• Supports the CCO in managing special projects; serve as an effective project manager and ensure projects are well organized and completed on time and to specifications
• Correspondence management: Review, sort, and prioritize CCO's email, while maintaining confidentiality of all personnel, board of directors, and additional leadership matters.
• Collaborates with other departments to gather information and support the CCO's initiatives

Overlapping Support:

• Coordinates staff recruiting on behalf of CDO and CCO, including organizing information associated with the recruiting process (e.g., track process, collate candidate materials, schedule interviews, coordinate recruiting meetings, and consults in selection process) and works with other EAs to ensure new hires are successfully onboarded
• Proactively thinks adaptively about workload and communicates with managers and team members about responsibilities; implements measures to consistently and efficiently track and manage multiple workstreams and tasks simultaneously and throughout the year
• Supports executives with drafting internal and external communications and preparing documents, meeting materials, board materials, and special projects
• Collaboration with other GMRI administrators and executive assistants on organization-wide topics, scheduling, communication, and events
• Manages all aspects of office administration using independent thinking and judgment with sole discretion for office procedures
• Other administrative duties and special departmental project needs, as assigned

Requirements

Required Qualifications:

• Five+ years of executive administration or project management experience
• Experience working with executives and/or senior leadership teams
• A self-starter capable of and content with shifting between high level projects and the mechanics of efficient administrative work
• Ability to work independently and as part of a broader team
• Strong analytical, planning/time-management, and organizational skills
• Strong technical skills and comfort with digital platforms and audio/visual systems
• Demonstrated project management and administrative skills
• High level of problem-solving ability including independent judgment and decision-making skills
• Excellent relationship management skills and the ability to work with various stakeholders (both internal and external) at all organizational levels
• Sensitivity, discretion, understanding, and experience working with confidential information
• Strong work ethic and impeccable attention to detail
• Highly proficient oral and written communication skills
• Ability to think proactively, take initiative, and offer solutions to challenges
• A commitment to working in a diverse and inclusive work environment
• Experience with fundraising database platforms, especially Blackbaud/Raiser's Edge
• Experience working with the project management platform, Asana
• Advanced level of proficiency in Microsoft software (MS Word, Excel, PowerPoint, Outlook), scheduling, internet, and Slack

Diversity and Inclusion:

The Gulf of Maine Research Institute (GMRI) 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, family status, veteran status, or any other classification protected by law. GMRI's employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, family status, veteran status, or any other classification protected by law.

Applicants and employees are encouraged to voluntarily provide certain status data to assist GMRI in fulfilling various 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 certain state or 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.

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. The deadline to submit applications is May 16, 2025.