Administrative Assistant, Office of the President

Description

Job Title: Administrative Assistant, Office of the President

Supervisor: Manager, Office of the President

Starting Salary Range: $23.00-$27.00 per hour

Overview: 

The Gulf of Maine Research Institute (GMRI) develops and delivers collaborative solutions to global ocean challenges. We are dedicated to the resilience of the Gulf of Maine ecosystem and the communities that depend on it. To learn more, visit www.gmri.org. 

This is a part-time, 20-hour a week position.

GMRI’s Office of the President advances the organization’s strategic direction building support for GMRI’s long-term success. The Administrative Assistant supports components of the President & CEO’s office, including day-to-day functions, operations, events, and meeting support. Their support strengthens the office’s effectiveness, workflow efficiency, and work related to the strategic initiatives. They build relationships with staff and stakeholders at all levels and from different backgrounds. The Administrative Assistant is mission- and results-driven, resourceful, and diplomatic. As an adaptable team player with the ability to work independently, they are comfortable working in a medium-sized, fast-growing non-profit.

Responsibilities/Tasks:

Support the Office of the President:

• Support scheduling and agendas for internal and external meetings.
• Manage the Offices’ staff travel.
• Assist with the office accounting and track the President’s Office budget. 
• Support strategic and organizational projects as directed.
• Support communications, such as drafting correspondence and developing and writing presentations and messages, as needed.
• Support the office’s data entry.

Board of Director Support:

• Support the management of Board governance, operations, and member interactions.
• Assist with logistics for hybrid board and committee meetings and to ensure seamless and successful meetings.
• Assist the planning and execute annual board retreat and reception.
• Assist with assembling, distributing, and storing all board information, files, documentation, and meeting minutes.

Other General Responsibilities:

• Support the hiring and onboarding of executive and operations staff as needed.
• Other administrative support to the President and their office as needed.

Requirements

Required Qualifications:

• A bachelor’s degree or comparable experience.
• 2+ years of administrative experience supporting managers.
• Strong organizational and time management skills.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Comfort with digital platforms and audio/video systems.
• Professional written and oral communications skills, showing the ability to foster productive relationships. 
• Excellent attention to detail and the ability to perform tasks with minimal supervision.
• Trustworthy with the ability to work with confidential information.
• A commitment to working in a diverse and inclusive work environment and fostering a positive and respectful workplace culture.

Other Preferred Qualifications:

• Experience working with senior leadership teams.
• Project management and use of related software.
• Non-profit experience.
• A team player who is comfortable working in a fast-paced, growing organization that sometimes requires everyone to help.

Diversity and Inclusion:

The Gulf of Maine Research Institute (GMRI) has a long-standing policy and commitment to providing equal access and equal employment opportunities in all terms, conditions, processes, and benefits of employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, family status, veteran status, or any other classification protected by law. GMRI's employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, family status, veteran status, or any other classification protected by law. 

Applicants and employees are encouraged to voluntarily provide certain status data to assist GMRI in fulfilling various reporting requirements of the federal government. This self-identification is completely voluntary, will be kept confidential and separate from your application data, and used only to meet certain state or federal reporting requirements. Providing or declining to provide this information will not result in adverse action of any kind.

Salary and Benefits:

Gulf of Maine Research Institute offers a competitive salary and benefits package.

Application Instructions:

All applications must be accompanied by a cover letter and résumé. Review of applications will begin immediately and will continue until the successful candidate has been selected. The deadline to submit applications is September 23, 2026.