Are you an organized and dynamic professional passionate about supporting C-suite leadership? 

Join our team as an Executive Assistant and play a pivotal role in delivering top-notch administrative assistance to our President/CEO.

The successful candidate will skillfully handle a range of administrative responsibilities, oversee communications, and efficiently manage the daily operations of the President’s office. The candidate will be exceptionally organized, possess a robust work ethic, excel in collaboration, have strong multi-tasking ability, and uphold the highest level of professionalism and discretion.

Job Details                                                                                               

Position Title: Executive Assistant

Office Location:  Orono, Maine

Office Presence:  This position requires an in-person presence with occasional opportunities to work remotely.

Salary Range:  $55,000 – $65,000
Salary is commensurate with qualifications and experience.

Job Summary:  The Executive Assistant plays a critical role in providing comprehensive administrative support to the President/CEO, requiring a high level of professionalism in interacting with internal and external constituents.  The role involves handling various administrative tasks, coordinating schedules, managing communication, and maintaining confidentiality.

About the Foundation:
Established in 1934, the University of Maine Foundation is a non-profit organization that encourages philanthropic support to promote academic achievement, foster research, and elevate intellectual pursuits at the University of Maine.

We offer a competitive benefits package with opportunities for professional development:

• 22 paid vacation days
• 22 paid sick days
• 13 paid holidays
• 403(b) and 10% employer contribution
• Medical, dental, and vision insurance
• Life and supplemental life insurance
• Short/Long-term disability
• Flexible spending plans
• Continuing education assistance

The Foundation has offices in Orono and Portland, Maine.  Information about these central and southern Maine communities can be found by visiting the Bangor Region Chamber of Commerce and the Portland Regional Chamber of Commerce.

Required Education and Experience:
1. Associate’s degree or equivalent combination of education and experience
2. Significant experience as an executive or senior administrative assistant or similar capacity.
3. Proficient in MS Office Suite (Word, Excel, PowerPoint, and Outlook) and other relevant software applications.

Preferred Education and Experience:
1. Bachelor’s degree

Tell us about your unique qualifications!

To apply, send a cover letter, a resume, and three references to umfoundationhr@maine.edu.

Search Timeline:
Review of applications to begin:  September 5, 2023
The position will remain open until filled.

Required Documents:  Cover Letter, Resume/CV, and References

The successful applicant is subject to appropriate background screenings.

The University of Maine Foundation is an Equal Opportunity Employer.

Additional Information                                                                 

Essential Functions:

1. Coordinates and efficiently manages calendars, meetings, appointments, and travel while ensuring optimal time management.
2. Screens and prioritizes incoming calls, emails, and messages, responding on behalf of the President/CEO. Prepares and proofreads correspondence, reports, and presentations.
3. Organizes and coordinates BOD meetings, prepares agendas and minutes, and distributes relevant documents.
4. Makes travel arrangements and creates itineraries. Anticipates and addresses potential travel-related challenges.
5. Maintains and organizes electronic and physical files, documents, and records. Creates and maintains databases, spreadsheets, and reports as needed.
6. Handles sensitive and confidential information with discretion and professionalism.
7. Conducts research, gathers data, and prepares reports or presentations as required to support executive decision-making.
8. Builds and maintains positive and professional relationships with internal and external stakeholders, liaising between the President/CEO, Foundation executives, and various parties.
9. Tracks, reconciles, and processes expenses, ensuring accurate and timely submission of expense reports.
10. Assists with special projects, initiatives, or events as needed, providing administrative and logistical support.
11. Manages the executive office, ensuring organization and maintenance. Orders supplies and services as needed.

Competencies:

1. Effective Communication
2. Accountability
3. Interpersonal Skills & Integrity
4. Analytical & Strategic Thinking
5. Decision Making
6. Computer Proficient
7. Organization & Planning
8. Initiative & Innovation
9. Leadership & Teamwork
10. Ethical Conduct & Judgment
11. Managing & Developing Others

Supervisory Responsibility:
The Executive Assistant has no direct supervisory responsibilities but may occasionally supervise the work of staff, students, and volunteers.

Work Schedule:
Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.  Due to the nature of the position, work beyond regular hours, including evenings and weekends, may be necessary to meet the position’s requirements.

Travel Requirements:
This position may require occasional local and domestic

Are you a dynamic professional passionate about creating remarkable first impressions?

Join us as an Office Coordinator and play a pivotal role in stewarding a productive, efficient, and welcoming workplace!

The successful candidate will skillfully handle various projects, provide comprehensive administrative team support, and coordinate office activities and events.  The candidate will be exceptionally organized, possess a robust work ethic, excel in collaboration, have strong multi-tasking and problem-solving abilities, and uphold the highest level of professionalism and discretion.

Job Details                                                                                               

Position Title:  Office Coordinator of Southern Maine Operations

Office Location:  Portland, Maine

Office Presence:  This position requires an in-person presence with occasional opportunities to work remotely.

Salary Range:  $48,000 – $55,000

Salary is commensurate with qualifications and experience.

Job Summary:  The Office Coordinator oversees a successful and productive workplace by maintaining an organized, efficient, and welcoming environment for constituents and staff.  The position entails managing a range of projects, offering extensive support to the administrative team, and overseeing office activities and events.

Required Education and Experience:

1. Associate’s degree or equivalent combination of education and experience.
2. Significant experience in office coordination, administration, or similar capacity.
3. Proficient in MS Office Suite (Word, Excel, PowerPoint, and Outlook) and other relevant software applications.

Preferred Education and Experience:

1. Bachelor’s degree
2. Experience using CRM and event management software

How to Apply:
If you are a motivated and organized individual who is eager to contribute to the success of the University of Maine Foundation, please submit your cover letter and resume outlining your qualifications and why you are the ideal candidate for this position to umfoundationhr@maine.edu.

Search Timeline:
Review of applications to begin:  September 27, 2023
The position will remain open until filled.

Required Documents:  Cover Letter, Resume/CV, and Professional References

About Us:
The University of Maine Foundation is a dynamic and growing organization dedicated to encouraging philanthropic support to promote academic achievement, foster research, and elevate intellectual pursuits at the University of Maine.  We pride ourselves on fostering a collaborative, inclusive work environment that values excellence. 

We offer a competitive benefits package with opportunities for professional development and growth:

• 22 paid vacation days
• 22 paid sick days
• 13 paid holidays
• 403(b) and 10% employer contribution
• Medical, dental, and vision insurance
• Life and supplemental life insurance
• Short/Long-term disability
• Flexible spending plans
• Continuing education assistance

The Foundation has offices in Orono and Portland, Maine.  Information about these central and southern Maine communities can be found by visiting the Bangor Region Chamber of Commerce and the Portland Regional Chamber of Commerce.

The successful applicant is subject to appropriate background screenings.

The University of Maine Foundation is an Equal Opportunity Employer.

Additional Information                                                                 

Essential Functions

1. Oversees the day-to-day activities of the office
2. Provides administrative support to the senior director and philanthropy officers, including support for the President/CEO when in the Portland office
3. Welcomes visitors, screens calls, and coordinates calendars, agendas, meetings, and minutes. Serves as the point of contact for visiting staff and facilities management.
4. Plans and coordinates events, facilitates meetings, and works independently on special projects.
5. Composes and edits correspondence, copy, content, and materials for Foundation publications (community bulletins, letters, and business and feature articles)
6. Designs flyers, brochures, programs, and other marketing materials for Southern Maine area events
7. Responds to inquiries and offers information in areas requiring policy interpretation
8. Maintains an inventory of supplies and facilitates maintenance of office equipment
9. Creates procedures and systems to enhance operations and best practices
10. Participates in strategic planning

Competencies:

1. Effective Communication
2. Accountability
3. Interpersonal Skills & Integrity
4. Analytical & Strategic Thinking
5. Decision Making
6. Computer Proficient
7. Organization & Planning
8. Initiative & Innovation
9. Leadership & Teamwork
10. Ethical Conduct & Judgment

Supervisory Responsibility:
The Office Coordinator has no direct supervisory responsibilities; however, on occasion, may direct the work of event volunteers and staff.

Work Schedule:
Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.  Due to the nature of the position, work beyond regular hours, including evenings and weekends, may be necessary to meet the position’s requirements.

Travel Requirements:
This position may require occasional local and domestic travel.