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

Gulf of Maine Research Institute•Portland, ME

About The Position

The Executive Coordinator manages the administrative and logistical operations of the Office of the President (70%) and the SVP, Marketing & Communications (30%) at the Gulf of Maine Research Institute. The role supports the strategic direction of the organization and efforts to strengthen its reputation, coordinating scheduling, events, meetings, travel, budgets, projects, and communications materials. The Executive Coordinator serves as a point of contact between the President’s Office and staff, Board members, and external stakeholders, building effective relationships across levels and backgrounds. The position calls for a mission- and results-driven, resourceful, and diplomatic team player who can adapt to a fast-growing nonprofit environment and work independently. The role provides direct administrative and project coordination for the President and the SVP, supports Board of Directors and Board Communications Committee activities, and partners with teams including HR, Development, and Marketing & Communications. The position is full-time and requires occasional evening and weekend work. The stated starting salary range is $26.00–$27.00 per hour.

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 handle 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 meeting schedules for the President and SVP; prepare agendas and track follow-up actions.
Manage the President’s and SVP’s travel.
Process invoices, expenses, and reimbursements, maintain budget tracking reports, and flag variances to the appropriate leader.
Coordinate timelines, logistics, and deliverables for organizational projects as assigned.
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 additional coordination and administrative support to the President and the President’s Office as needed.
Maintain Board member contact information, 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.
Provide additional administrative support to the SVP and their office as needed.