Executive Coordinator, Office of the President and SVP, Marketing & Communications

Gulf of Maine Research Institute•Scarborough, ME

7d•$26 - $27

About The Position

The Executive Coordinator supports the Gulf of Maine Research Institute’s Office of the President (70%) and SVP, Marketing & Communications (30%). The role manages administrative and logistical operations, including scheduling, meetings, events, travel, and budget tracking. It supports office effectiveness and workflow efficiency, and coordinates logistics and materials for organizational initiatives and communications. The Executive Coordinator serves as a point of contact between the President’s Office and staff, Board members, and external stakeholders, building relationships across roles and backgrounds. The position calls for a mission- and results-driven, resourceful, and diplomatic team player who can work independently in a medium-sized, fast-growing nonprofit. The role provides scheduling, meeting preparation and follow-up, travel, expense processing, budget tracking, records management, project coordination, and hiring logistics for the President’s Office. It also supports the Board of Directors through roster and records maintenance, hybrid meeting logistics, Board material distribution, and planning the annual retreat and reception. For the SVP, Marketing & Communications, the Executive Coordinator tracks tasks in Asana, supports Board Communications Committee meetings, coordinates event logistics with Development and Marketing & Communications, and manages scheduling, travel, expenses, and related administrative support.

Requirements

Bachelor’s degree or comparable experience.
2–3 years of administrative or coordination experience, including event, meeting, or project coordination.
Strong organizational and time-management skills.
Demonstrated ability to manage multiple priorities and stakeholders across departments.
Professional written and oral communication skills and ability to foster productive relationships.
Trustworthiness and dependability, including the ability to work with confidential information.
Commitment to working in a diverse and inclusive environment and fostering a positive, respectful workplace culture.
Team-oriented approach and comfort working in a fast-paced, growing organization where staff may need to help across areas.
Excellent attention to detail and ability to perform tasks with minimal supervision.
Strong technical skills and comfort with digital platforms and audio/video systems.
Proficiency in Microsoft Word, Excel, and PowerPoint.
Willingness to work occasional evenings and weekends.

Nice To Haves

Experience working with senior leadership teams.
Nonprofit experience.

Responsibilities

Coordinate internal and external meetings for the President, prepare agendas, and track follow-up action items.
Manage the President’s travel.
Process invoices, expenses, and reimbursements; maintain budget tracking reports and flag variances to the Office of the President Manager.
Coordinate timelines, logistics, and deliverables for assigned organizational projects.
Maintain the President’s Office records, databases, and filing systems.
Coordinate interview scheduling, candidate logistics, and onboarding preparation for President’s and Operations hires in partnership with HR.
Provide other coordination and administrative support to the President and their office as needed.
Support contact with Board members and maintain Board rosters, terms, and committee assignments.
Manage logistics for hybrid Board and committee meetings.
Coordinate planning and execution of the annual Board retreat and reception.
Coordinate preparation and distribution of Board materials and maintain Board records.
Maintain the SVP’s task tracking in Asana, monitor deadlines, and follow up on outstanding items, including cross-departmental items.
Support Board Communications Committee meetings, including invitations, logistics, and development and distribution of meeting materials.
Coordinate event setup, registration, and execution in collaboration with the Development and Marketing & Communications teams.
Process invoices, expenses, and reimbursements for the SVP; maintain budget tracking reports and flag variances to the SVP.
Coordinate internal and external meetings for the SVP, prepare agendas, and track follow-up action items.
Manage the SVP’s travel.
Provide other administrative support to the SVP and their office as needed.