Executive Coordinator, Office of the President and SVP, Marketing & Communications

Description

JOB TITLE: Executive Coordinator, Office of the President and SVP, Marketing & Communications

SUPERVISOR: Manager, Office of the President & CEO

Starting Salary Range: $26.00-$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 position supports the Office of the President (70%) and SVP, Marketing & Communications (30%).

GMRI’s Office of the President advances the organization’s strategic direction, and the Marketing & Communications Department amplifies GMRI’s reputation among key audiences, both building support for GMRI’s long-term success. The Executive Coordinator manages the administrative and logistical operations of these offices, including scheduling, events, meetings, travel, and budget tracking. They strengthen the offices’ effectiveness and workflow efficiency and coordinate logistics and materials for organizational initiatives and communications. This role serves as a point of contact between the President’s Office and staff, Board members, and external stakeholders by building relationships at all levels and from different backgrounds. The Executive Coordinator 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 (50%)

• Coordinate scheduling for internal and external meetings, prepare agendas, and track follow-up action items.
• Manage the President’s travel.
• Process invoices, expenses, and reimbursements; maintain budget tracking reports and flag variances to the Office of the President Manager. 
• Coordinate timelines, logistics, and deliverables for organizational projects as assigned.
• Maintain the office’s records, databases, and filing systems.
• Coordinate interview scheduling, candidate logistics, and onboarding preparation for President’s and Operations hires, in partnership with HR. 
• Other coordination and administrative support to the President and their office as needed.

Board of Directors Support (20%)

• Support contact with Board members; maintain Board rosters, terms, and committee assignments.
• Manage logistics for hybrid board and committee meetings and ensure seamless and successful meetings.
• Coordinate planning and execution of the annual board retreat and reception.
• Coordinate the preparation and distribution of Board materials and maintain Board records.

Support the SVP, Marketing & Communication (30%)

• Maintain the SVP’s task tracking in Asana, monitoring deadlines and following up on outstanding items, including cross-departmental items.
• Support the Board Communications Committee meetings, including invitations, logistics, and development and dissemination of meeting materials. 
• Coordinate event set-up, registration, and execution, in collaboration with the Development and Marketing & Communications teams.
• Process invoices, expenses, and reimbursements for the SVP; maintain budget tracking reports and flag variances to the SVP.
• Coordinate scheduling for internal and external meetings, prepare agendas, and track follow-up action items.
• Manage the SVP’s travel.
• Other administrative support to the SVP and their office as needed.

Requirements

Required Qualifications:

• A bachelor’s degree or comparable experience.
• 2-3 years of administrative or coordination experience including event, meeting, or project coordination.
• Strong organizational and time management skills.
• Demonstrated ability to manage multiple priorities and stakeholders across departments.
• Professional written and oral communications skills, showing the ability to foster productive relationships.
• Trustworthy and dependable, 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.
• A team player who is comfortable working in a fast-paced, growing organization that sometimes requires everyone to help.
• Excellent attention to detail and the ability to perform tasks with minimal supervision.
• Strong technical skills and comfort with digital platforms and audio/video systems.
• Proficiency in Microsoft Word, Excel, and PowerPoint required.
• Willingness to work occasional evenings and weekends.

Other Preferred Qualifications:

• Experience working with senior leadership teams.
• Non-profit experience.

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 October 29, 2026.