Executive Assistant to CEO & Operations Lead

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

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.