Strategic EA & Operations Partner to the CEO

ProSearch; Portland (ME); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Health Insurance

IRA participation

Vacation 4 weeks

13 paid holidays

Paid parking

Job summary

ProSearch is partnering with a respected membership-based organization in Portland, Maine to identify a highly organized Executive Assistant who will support the President & CEO and drive day-to-day organizational success. You will be a trusted resource for leadership, staff, members, vendors, and community stakeholders.

This role blends executive support with financial administration, office operations, and relationship management, offering visibility, impact, and a comprehensive benefits

Qualifications

• Experience as an Executive Assistant, Chief of Staff, Office Manager, Administrative Coordinator, or similar role supporting senior executives.
• Outstanding organizational and prioritization skills with calendar management.
• Experience with invoicing, accounts receivable, bookkeeping support, and administrative operations.
• Excellent attention to detail, written and verbal communication skills.
• Professional presence interacting with business leaders and stakeholders.
• Ability to handle confidential information with discretion and sound judgment.
• Proficiency with Microsoft Office, CRM platforms, databases, and other business systems.
• Strong customer service and relationship-building skills; able to work independently or in a team.

Responsibilities

• Support the President & CEO with calendar management, scheduling, correspondence, meeting prep, 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.
• Coordinate daily office operations, vendors, visitors, supplies, and facilities needs.
• Support onboarding/offboarding and team logistics; manage general inbox and inquiries.
• Process dues, sponsorship payments, checks, and deposits; maintain CRM/membership records.
• Coordinate payment tracking, W-9s, ACH information, and other financial docs; liaise with external finance.
• Assist reconciliations, reporting, audit prep, and year-end documentation.
• Serve as a point of contact for member inquiries, invoices, dues, and general services.

Job description

ProSearch is partnering with a respected membership-based organization in Portland, Maine to identify a highly organized Executive Assistant who will support the President & CEO and drive day-to-day organizational success. You will be a trusted resource for leadership, staff, members, vendors, and community stakeholders.

This role blends executive support with financial administration, office operations, and relationship management, offering visibility, impact, and a comprehensive benefits