Executive Assistant & Office Ops Lead

Maine Tasting Center; Portland (ME); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Full-time benefits

Job summary

The Portland Symphony Orchestra is seeking an Executive Assistant & Office Manager to provide essential support to the Executive Director and manage daily office operations. This role enables staff to focus on fundraising and mission-critical work.

Ideal candidates will have strong organizational skills, discretion, and a proactive approach to coordinating calendars, events, and communications in a fast-paced environment.

Qualifications

• Equivalent to graduation from a four-year college or university; substitutions allowed year-for-year.
• Enthusiasm for the PSO’s mission.
• Discreet, confidential, professional, and diplomatic.
• Proven follow-through and accountability.
• Outstanding organizational skills and attention to detail.

Responsibilities

• Support the ED and leadership to increase fundraising capacity and productivity.
• Draft regular donor correspondence and plan events with Development.
• Serve as liaison between ED and stakeholders with excellent service.
• Manage calendar, meetings, and communications.
• Provide high-level operational and administrative support to the ED.
• Prioritize actions and manage internal communications.
• Coordinate invoicing, expense reports, and travel arrangements.
• Prepare meetings with agendas and follow-up items.
• Support Board liaison duties and organize board meetings.
• Oversee office logistics and vendor relationships.

Skills

MS Office Suite

Asana

Gmail/Drive/Docs

Web & tech skills

Writing & communication

Time management

Administrative experience

Mobile device use

Project coordination

Education

Bachelor's degree

Tools

Microsoft Office

Asana

Job description

The Portland Symphony Orchestra is seeking an Executive Assistant & Office Manager to provide essential support to the Executive Director and manage daily office operations. This role enables staff to focus on fundraising and mission-critical work.

Ideal candidates will have strong organizational skills, discretion, and a proactive approach to coordinating calendars, events, and communications in a fast-paced environment.