Executive Assistant / Operations Assistant

ProSearch; Portland (ME); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health insurance

IRA participation

Paid time off

Paid parking

Vacation days

Job summary

ProSearch partners with a respected membership-based organization in Portland, Maine, seeking an Executive Assistant who can balance executive support, financial administration, and operations coordination.

In this role, you’ll work directly with the President & CEO as a trusted partner, managing calendars, invoicing, CRM records, and office operations while delivering professional, responsive service to staff, members, vendors, and stakeholders.

Qualifications

• Experience supporting senior executives, Presidents, or CEOs
• Outstanding organizational, prioritization, and time-management skills
• Ability to handle confidential information with discretion and sound judgment

Responsibilities

• Provide calendar management, scheduling, correspondence, meeting prep, agendas, follow-up items, and special projects
• Manage master calendar and administrative deadlines
• Handle confidential information professionally
• Attend early morning and evening events when needed
• Coordinate daily office operations, vendors, visitors, supplies, and facilities
• Support onboarding/offboarding and team logistics
• Manage inbox and route inquiries
• Process dues, sponsorship payments, checks, and deposits
• Maintain CRM and membership records
• Coordinate payment tracking and financial documentation
• Serve as liaison with external finance team
• Support reconciliations, reporting, and year-end documentation
• Support member inquiries, account support, invoices, and general services

Skills

Executive support

Calendar management

Office administration

Communication

CRM knowledge

Relationship management

Tools

Microsoft Office

CRM platforms

Databases

Job description

Executive Assistant professionals in Portland, Maine rarely find a position with this combination of leadership exposure, organizational impact, and exceptional benefits. ProSearch is partnering with a respected membership-based organization to identify a highly organized professional with experience in executive support, administrative assistance, office administration, calendar management, invoicing, accounts receivable, bookkeeping, and operations coordination.

This is far more than a traditional Executive Assistant role. As a trusted partner to the President & CEO, you'll help drive the day-to-day success of the organization while serving as a key resource for leadership, staff, members, vendors, and community stakeholders. You'll have a direct hand in keeping operations running smoothly, supporting strategic priorities, and ensuring a professional, responsive experience for everyone connected to the organization.

This position is ideal for an Executive Assistant, Office Manager, Chief of Staff, Administrative Coordinator, Business Operations Coordinator, or Office Administrator who enjoys balancing executive support, financial administration, operational coordination, and relationship management.

Why This Role Stands Out

Few Executive Assistant positions offer this level of visibility and impact. You'll:

• Work directly with the President & CEO as a trusted partner
• Influence key operational priorities across the organization
• Join a collaborative, mission-driven team with exceptional benefits

If you enjoy being the person who keeps everything organized, moving forward, and operating at a high level, you'll thrive in this position.

Key Responsibilities

Executive Support

• Support the President & CEO with calendar management, scheduling, correspondence, meeting preparation, agendas, follow-up items, and special projects
• Manage the organization's master calendar and key administrative deadlines
• Handle confidential information with professionalism and discretion
• Attend early morning and evening events when needed

Office Operations & Administration

• Coordinate daily office operations, including vendors, visitors, supplies, facility's needs, records, and administrative systems
• Support onboarding, offboarding, and team logistics
• Manage the general inbox and route inquiries appropriately
• Process incoming dues, sponsorship payments, checks, and deposits
• Maintain accurate CRM and membership database records
• Coordinate payment tracking, W-9s, ACH information, and other financial documentation
• Serve as the primary liaison with the external finance team
• Support reconciliations, reporting, audit preparation, and year-end documentation

Member & Organizational Support

• Serve as a key point of contact for member inquiries, account support, invoices, dues, and general services
• Maintain member records and provide administrative support for board, committee, and organizational activities

Qualifications We're Looking For

• Experience as an Executive Assistant, Chief of Staff, Office Manager, Administrative Coordinator, or in a similar role supporting senior executives, Presidents, CEOs, or leadership teams
• Outstanding organizational, prioritization, time-management, and executive calendar management skills
• Experience with invoicing, accounts receivable, bookkeeping support, financial recordkeeping, and administrative operations
• Excellent attention to detail, accuracy, and written and verbal communication skills
• Professional presence with the ability to interact confidently with business leaders, community stakeholders, and leadership teams
• Ability to handle confidential information with discretion and sound judgment
• Proficiency with Microsoft Office, CRM platforms, databases, and other business systems
• Strong customer service, relationship-building, and collaboration skills, with the ability to work both independently and as part of a team

What Success Looks Like

Within your first year, you will:

• Become a trusted partner to the President & CEO and a key resource across the organization
• Ensure office operations, administrative processes, and financial activities run smoothly and accurately
• Improve efficiency, deliver exceptional service, and help create an environment where staff, leadership, and members can thrive
• Competitive compensation package based on experience and qualifications
• 100% employer-paid health insurance and immediate IRA participation
• Four weeks of vacation upon hire, 13 paid holidays annually, paid time off, and paid parking

Salary Disclaimer

The salary range for this role reflects the minimum and maximum compensation for the role. Offers are typically made between the range minimum and the range midpoint. Actual compensation will be determined based on job-related skills, experience, and expertise, as evaluated during the interview process. Compensation may also vary based on where a role is performed.