Executive Coordinator for President & Marketing Ops

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

Job summary

Gulf of Maine Research Institute (GMRI) is seeking an Executive Coordinator to support the President’s Office and the SVP of Marketing & Communications. The role manages calendars, meetings, travel, invoices, and budget tracking while serving as a liaison across executives, staff, and external stakeholders.

The position requires a bachelor’s or equivalent experience, 2–3 years of coordination work, and strong organizational and communication skills. Some evenings and weekends may be required.

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.
• Demonstrated ability to manage multiple priorities 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.
• 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 and flag variances.
• Coordinate timelines, logistics, and deliverables for organizational projects.
• Maintain the office’s records, databases, and filing systems.
• Coordinate interview scheduling, candidate logistics, and onboarding preparation with HR.
• Support the President and CEO’s office as needed.
• Support Board contact with Board members and logistics for meetings and retreats.
• Assist with SVP, Marketing & Communications tasks, including event setup, invitations, and materials.

Skills

Organizational skills

Time management

Professional communication

Multitasking

Attention to detail

Education

Bachelor’s degree or comparable experience

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Gulf of Maine Research Institute (GMRI) is seeking an Executive Coordinator to support the President’s Office and the SVP of Marketing & Communications. The role manages calendars, meetings, travel, invoices, and budget tracking while serving as a liaison across executives, staff, and external stakeholders.

The position requires a bachelor’s or equivalent experience, 2–3 years of coordination work, and strong organizational and communication skills. Some evenings and weekends may be required.