Executive Assistant, Offices of CDO and SVP Marketing and Communications at Gulf of Maine Research Institute

Portland, Maine, United States -

Full Time

Start Date

Immediate

Expiry Date

19 Oct, 26

Salary

75000.0

Posted On

21 Jul, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Project Management, Executive Support, Donor Portfolio Management, Travel Coordination, Expense Reporting, Meeting Coordination, Stakeholder Engagement, Confidentiality, Written Communication, Oral Communication, Analytical Skills, Time Management, Problem Solving, Relationship Management, Technical Proficiency

Industry

Research Services

Description

Description Job Title: Executive Assistant, Offices of CDO and SVP Marketing and Communications Reports to: Chief Development Officer and SVP, Marketing and Communications Starting Salary Range: $70,000- $75,000 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) provides confidential, high-level administrative and operational support to the Chief Development Officer (CDO) (75%) and the SVP, Marketing and Communications (25%), serving as a key liaison between the Development Department, Marketing and Communications, the Office of the President, and Senior Leadership. The ideal candidate is resourceful, organized, and technically proficient, managing complex work streams with discretion and precision. This person moves fluidly between strategic projects and day-to-day administrative work, collaborates across departments, and brings a proactive, solutions-oriented mindset. Exceptional communication skills, sound judgment, and a professional presence are essential, as this role involves regular engagement with senior leadership, Board members, and donors. Responsibilities Support for the Chief Development Officer (75%): Manage the CDO's calendar, scheduling complex meetings with an understanding of priority and urgency Provide logistical support including travel arrangements, accommodations, and expense reporting Manage the CDO's donor portfolio in Blackbaud/Raiser's Edge Keep the CDO informed of upcoming commitments with timely follow-ups and awareness of relevant organizational dynamics Prepare and distribute agendas, notes, and minutes for internal and external meetings, including biweekly Development Leadership Team meetings and quarterly team retreats Support special projects, serving as project manager to ensure timely, on-spec completion Manage executive tasks and projects in Asana and collaborate across departments to advance CDO initiatives Prepare, modify, and proofread presentations, org charts, reports, and correspondence using MS Office, Box, and Slack Coordinate team events and retreats, including after-hours logistical support with Facilities Support for the SVP, Marketing and Communications (25%): Provides the same core operational support to the SVP as described above, including calendar management, meeting logistics, travel, expense reporting, and special project management. Responsibilities unique to this role include: Organize and participate in weekly team meetings, including agendas, notes, and follow-up items Review, prioritize, and manage the SVP's email correspondence with strict confidentiality Collaborate across departments to gather information and support SVP initiatives Shared and Overlapping Responsibilities: Coordinate recruiting on behalf of both executives, including tracking candidates, scheduling interviews, and partnering with other EAs on onboarding Support Board-level Committee meetings, including scheduling, preparation, catering, and minutes Draft internal and external communications and prepare documents, meeting materials, and board materials Manage multiple concurrent work streams, proactively communicating with managers to maintain efficiency and alignment Collaborate with GMRI administrators and executive assistants on organization-wide scheduling, communications, and events Manage office administration using independent judgment and discretion Perform other administrative duties and special projects as assigned Requirements Qualifications Bachelor’s degree in related field, which may include Business Management, Project Management, or Business Administration; Master’s degree preferred Minimum of 3 years of executive administration or project management experience, including direct support of senior leadership Demonstrated ability to shift between high-level strategic work and detailed administrative tasks Strong analytical, organizational, and time-management skills with impeccable attention to detail Strong technical skills and comfort with digital platforms and audio/visual systems Sound independent judgment and problem-solving ability Excellent relationship management skills with experience engaging stakeholders at all organizational levels Absolute discretion with confidential information Highly proficient oral and written communication skills Proactive mindset with the ability to anticipate needs, take initiative, and propose solutions Proficiency in Blackbaud/Raiser's Edge or comparable fundraising database platforms Proficiency in Asana or comparable project management tools Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), Slack, Box, and scheduling platforms Commitment to working in a diverse and inclusive environment 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 August 17, 2026.

Responsibilities

Provide high-level administrative and operational support to the Chief Development Officer and the SVP of Marketing and Communications. Act as a key liaison between senior leadership, board members, and donors while managing complex calendars and special projects.