Executive Coordinator for President & Marketing

Gulf of Maine Research Institute; Scarborough (ME); On-site; USD 36,000 - 37,000; Full time

Job summary

Gulf of Maine Research Institute seeks an Executive Coordinator to support the President and CEO and the SVP of Marketing & Communications. This role oversees scheduling, travel, meetings, events, and budget tracking, acting as a trusted liaison with staff, Board members, and external partners.

The position emphasizes diplomacy, independence, and resourcefulness within a nonprofit setting, with responsibilities spanning three offices and multiple programs.

Qualifications

• 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.
• Ability to manage multiple priorities and stakeholders across departments.
• Professional written and oral communications skills, showing the ability to foster productive relationships.
• Trustworthy and dependable, with the ability to work with confidential information.
• Commitment to diversity and inclusive work environment.
• Team player in a fast-paced, growing nonprofit environment.
• Excellent attention to detail and the 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.

Responsibilities

• Coordinate scheduling for internal and external meetings, prepare agendas, and track follow-up action items.
• Manage the President’s travel; process invoices, expenses, and reimbursements; maintain budget tracking reports.
• Coordinate timelines, logistics, and deliverables for organizational projects; maintain office records and filing systems.
• Coordinate interview scheduling, candidate logistics, and onboarding for President’s and Operations hires in partnership with HR.
• Support Board of Directors: maintain rosters, terms, committee assignments, logistics for meetings, and annual board retreat.
• Maintain the SVP’s task tracking in Asana and support meetings, invitations, and materials.

Skills

Administrative experience

Organizational skills

Time management

Multitasking

Professional communication

Confidentiality

Diversity & inclusion

Team player

Attention to detail

Digital platforms & AV

MS Word & PowerPoint

Education

Bachelor’s degree

Tools

Asana

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Gulf of Maine Research Institute seeks an Executive Coordinator to support the President and CEO and the SVP of Marketing & Communications. This role oversees scheduling, travel, meetings, events, and budget tracking, acting as a trusted liaison with staff, Board members, and external partners.

The position emphasizes diplomacy, independence, and resourcefulness within a nonprofit setting, with responsibilities spanning three offices and multiple programs.