Under the general supervision of the President & CEO and the Director of Engagement, provides high-level, administrative support. Focused, consistent, proactive, highly responsive, and reliable. Organized and trustworthy with confidential and personal information and sound judgement with donor outreach and communication. This position is primarily located at the Topsham, Maine office with some travel to other office and event locations.
Essential Job Functions:
Provides Executive Support & Scheduling (30%)
- Manages and helps prioritize the President & CEO’s calendar by scheduling meetings, appointments and travel itineraries and reviewing weekly priorities with the President; Executes scheduling requests for the President & CEO and Director of Engagement.
- Enables the President to be as effective as possible by anticipating needs, safeguarding time, and serving as gate keeper.
- Conserves the President & CEO and Director of Engagement’s time by understanding organization goals, priorities and strategies well enough to make sound decisions.
- Coordinates documents requiring the President’s signature, completing expense reports, responds to phone and email inquiries, other clerical and administrative support for the President & CEO and the Director of Engagement.
Supports Engagement Efforts & Manages Donor Visits for the President & CEO (30%)
- Owns the President’s donor visit process; Drafts communications for the President & CEO; Prepares materials, logistics and travel for donor visits; Manages donor visit actions for the President & CEO in Raisers Edge/NXT; Contacts donors and secures donor visits; Coordinates internal meetings with Major Gifts Team to identify donors for visits; Ensures information & priorities from the team is tracked in the database.
- Tracks and reminds the President & CEO of priorities and tasks.
- Performs data entry and runs reports.
Serves as a Board Liaison (25%)
- Coordinates logistics for meetings for the President & CEO and the Director of Engagement, including, but not limited to, Board of Directors and Board Committee Meetings and Retreats (Executive, Governance, Development Committee, Communications Committees); Securing meeting locations, arranging for catering and reservations as needed.
- Serves as the Organization contact and primary System Administrator for BoardEffect board portal; Works with other System and Workroom Administrators in that platform, follows and develops best practices, ensures roles are clear for making updates and maintaining the information in that platform.
- Supports the President & CEO with the Governance Committee by updating, maintaining and collecting information needed (e.g. associated policies, charters, materials, biographies, contact information, etc.)
- Manages Board and Board Committee meeting needs including: scheduling, providing advance notices in accordance with MCHT by-laws, monitoring RSVPs, producing meeting materials, drafting minutes.
- Works proactively to anticipate Committee needs to minimize last minute requests and crises.
- Updates and maintains a variety of distributed reference materials, including: and presentations; Working with the Staff Counsel, maintain the organization’s Policies files.
- Works with Staff Counsel to produce meeting minutes, update and store official organization documents, and other needs as they arise.
- Manage and make available organizational information that is frequently required, including: Most recent operating budget; 990; Board of Directors list; audited financials; staff qualifications; Annual Reports, 501(c)(3)etc.
- Assists with Engagement Department initiatives & projects as needed.
- Vigilantly looks for opportunities for continued process improvement, efficiencies, best practices for administrative functioning, office use and use of resources.
- Performs special projects and other related duties as required, directed, or as the situation dictates.
- Participates in monthly cross-department Administrative Team meetings.
- A hybrid approach to attendance at the workplace with occasional travel to other MCHT offices is anticipated.
Education & Experience:
- Bachelor’s or Associate Degree with two to four years of office support, preferably at the executive level or 3-5 years combination of relevant education, training, and/or experience.
- Experience or demonstrated aptitude with executive level calendar management.
- Demonstrated professional history managing multiple complex and competing priorities with sound judgment, self-direction, and initiative.
- Excellent organizational and project management skills.
- Experience using project management applications (Asana, Teams, Basecamp) is highly desirable.
- Ability to assess, analyze and troubleshoot complex administrative/operational issues
- Excellent writing, editing, and word processing skills.
- Strong interpersonal and oral and written communication skills.
- Ability to work both independently and as part of a team.
- Ability to maintain a high level of confidentiality.
- Ability to effectively operate computers and software necessary for assigned duties, including Microsoft Office, Raiser’s Edge, telephone, fax, printer/scanner/copier equipment
- Currently commissioned Notary Public in the State of Maine is desired; or willingness to become a Notary.
Working Conditions & Physical Demands:
- Work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Operates computer, printer, photocopier, and basic office equipment. Work requires extended sitting and repetitive motion in the use of computer, keyboard, and mouse.
This is a permanent, full-time position with a benefits package including insurance, vacation time, and a retirement plan.
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.
Maine Coast Heritage Trust does not discriminate on the basis of race, color, sex, gender identity, national origin, age, disability, veteran status, sexual orientation or any other characteristic protected by law. We are an equal opportunity employer dedicated to creating an inclusive culture where employees from diverse backgrounds can thrive and support our mission.