Office Operations Manager (Part-Time, 25hr/wk)

Maine Venture Fund; Portland (ME); Hybrid; USD 41,000 - 55,000; Part time

Job summary

Maine Venture Fund seeks an Office Operations Manager to keep governance, compliance and administration running. This hybrid role is based in the Portland, Maine area, offering 25 hours per week with occasional in‑person meetings and remote work within Maine.

The role supports the Board and Management Team, manages state reporting and coordinates MVF’s external providers for accounting and payroll. It also handles portfolio communications and general office administration.

Qualifications

• Experience using Google Workspace for team collaboration and document management.
• Familiarity with AI tools to support administrative tasks.
• Strong organizational skills and ability to meet fixed deadlines remotely.
• Clear written and verbal communication.
• Based in Maine with ability to work in Portland area.

Responsibilities

• Support governance, compliance and administration for MVF.
• Coordinate with Board, Management Team and state offices for reporting.
• Liaise with external providers for payroll and accounting services.
• Prepare monthly updates, newsletters and portfolio event logistics.
• Improve office processes and maintain procedures manual.

Skills

Google Workspace

AI tools

Organization

Remote work

Communication

Job description

Office Operations Manager (Part-Time, 25hr/wk)

Hybrid Portland, Maine Area

Salary range USD 30 - 40 / hour

Reports to: Senior Managing Director

Status: Part-time, 25 hours/week; remote within Maine (office in Portland available; roughly weekly in-person meetings)

Role summary

The Office Operations Manager keeps MVF’s governance, compliance and administration running. This person supports the Board and the Management Team, manages the gubernatorial appointment process and state reporting, and coordinates MVF’s outside providers: the Finance Authority of Maine (FAME) for accounting and a professional employer organization (PEO) for payroll and benefits, among other software services.

Primary responsibilities

1. Board of Directors support and governance

• Meeting management: Plan & execute board meeting administration and follow up
• Appointments: Work with the Governor’s Office and Sec. of State on appointments
• Board records and onboarding: Maintain seats, terms, conflicts of interest and contacts; onboard new members.

2. State of Maine reporting and compliance

• Prepare and submit required reports on time
• Keep MVF in good standing with state offices and insurance

3. Financial and vendor coordination (replaces hands-on accounting)

• FAME liaison: Assist FAME with monthly financial package
• Payables: Manage Bill Pay, credit card payments and receipt reconciliation
• Investment wires: Coordinate wires between companies and FAME
• Budget and audit: Draft annual budget; coordinate the audit with providers
• PEO liaison: Manage outsourced PEO team for payroll and benefits

4. Management Team and portfolio support

• Project support, including work with portfolio companies, attorneys and partners.
• Monthly newsletter, website updates and the annual portfolio event

5. General administration

• Manage correspondence, P.O. Box, subscriptions and digital records.
• Improve office processes and keep procedures manual current.

Preferred qualifications

• Experience in office management, ideally in a finance, legal or government setting
• Demonstrated proficiency with Google Workspace and AI tools
• Strong organization and the ability to meet fixed deadlines working independently and remotely
• Knowledge of (or ability to quickly learn) operations within Maine government
• Experience managing outside vendors or service providers
• Clear written and verbal communication
• Based in Maine