Position Summary

The Assistant to the President provides comprehensive support to the CEO, ensuring the efficient and effective functioning of the Foundation’s operations. The Assistant to the President will develop systems and clear communications to ensure the high-functioning of the Office of the President and maintain a commitment to continuous improvement.  Core responsibilities include effective management of the CEO’s time and calendar, coordinating communications into and out of the President’s office, and liaising between the CEO, the management team, and the Board of Directors, as well as managing the logistics and content production of quarterly board meetings. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism, flexibility, and confidentiality. The Assistant to the President will perform diverse, complex, and non-supervised administrative functions that require recurring contact with senior nonprofit, business, and government leaders in a dynamic growth environment.

 

Essential duties and responsibilities:

  • Provides a high level of executive support to the CEO:
    • Manages all aspects of the CEO’s calendar and scheduling, quickly responding to calendar requests initiated by the President, Board Members, Management Team as well as outside parties. Navigates conflicting demands and manages changing needs, working closely with the President to set priorities. Ensures ample time for the CEO to prepare for meetings, write documents and review reports, letters, and other material as needed by the Management Team and other staff.  Anticipates meeting needs and provides materials well in advance of meetings. Bird-dogs other staff to ensure President is adequately prepared for daily commitments.
    • Monitors email communications, assessing and flagging important and time-sensitive items.
    • Tracks activities to ensure the advancement of the CEO’s priorities.
    • Drafts and edits sensitive and confidential correspondence.
    • Completes a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including collecting and preparing information for and coordinating follow-up on meetings with staff and outside parties; assisting with special projects; maintaining accurate constituent data; managing travel in Maine and beyond; and completing expense reports.
    • Serves as liaison between communications team and CEO for internal and external email communications and letters.
  • Serves as the primary liaison between the CEO and management team to further goals of the President’s office, coordinating weekly meetings and retreats, and following up on tasks. 
  • Coordinates and facilitates communication and engagement with the Board of Directors:
    • Serves as a key point of contact for the Board of Directors and supports their rapid and efficient communication with the CEO.
    • Develops and maintains a timeline for the preparation of the agenda and meeting materials for Governance Committee and Board meetings.  Anticipates the needs for each committee, including committee communications, well in advance of meeting dates.
    • Manages timely production of meeting materials.
    • Works with external speakers on meeting logistics and coordinates with CEO to communicate on speaker content.
    • Oversees logistical and administrative coordination for quarterly board meetings throughout the state. Supervises staff to identify meeting venues and board and staff accommodations; make meeting arrangements including room setup, meals, and on-site materials; and works with on-site vendors and support personnel to ensure the smooth functioning of meetings.
    • Serves as the primary administrator of the online board portal, oversees and maintains all information, and ensures accessibility to board members.
    • Creates and maintains the Board Directory, Board Policy Manual, Board Packets, Board Manual, and Conflict of Interest compliance forms for all board members and external board committee members.
  • Acts as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. In close and regular consultation with CEO, prioritizes and determines appropriate course of action, referral, or response.
  • With the support of other administrative staff, manages events and community meetings with board members, former board members, and strategic partners throughout the state.
  • Works collaboratively with staff across the organization to bolster a healthy, positive, office culture and support day-to-day operations as needed.

 

Qualifications needed for position:

The following are required for this position:

  • 7+ years of experience providing high-level administrative support, including calendar management, to senior leaders in complex institutions.
  • Exceptional organizational, planning, and time management skills.
  • High level of accuracy and attention to detail.
  • Excellent verbal communication skills with the ability to communicate with diverse people and groups.
  • Demonstrated ability to maintain confidentiality 
  • High level of professionalism to respond to changing needs
  • Ability to exercise sound judgment and work independently.
  • Strong problem-solving and analytical skills with the ability to think proactively.
  • Strong computer competency in Microsoft Office and electronic board portals.
  • Willingness and ability to travel within Maine at least quarterly, with occasional overnights required.

 

The following are preferred:

  • Demonstrated commitment to internal advancement of racial equity.
  • Previous non-profit experience.

 

Schedule and Location

  • This is a full-time, hybrid position (2 days in office, 3 days remote), based out of our Ellsworth or Portland office
  • Candidates must live in Maine
  • This position requires travel throughout the state of Maine

 

Compensation and Benefits

  • Salary range of $80,000-$90,000 annually, based on experience and qualifications
  • Health, Dental, and Vision Insurance, 100% employer-paid premium for individual coverage
  • Employer-paid short-term disability, long-term disability, and term life insurance
  • 401(k) retirement plan with a 6-9% company contribution vested immediately
  • 21  paid days off per year (increases with tenure)
  • 13 paid holidays per year
  • Parental leave
  • Employee Assistance Program (EAP)
  • Wellness benefit
  • Free parking

 

Our Hiring Process and Timeline

This is a rolling deadline. We will review resumes as they come in. If you are interested in the position, please apply as soon as possible. To apply, please submit a resume and cover letter that explain how your skills and experience fit this position using this link.

 

 

For questions, please contact: resumes@mainecf.org

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