Executive Assistant, Offices of CDO and SVP Marketing and Communications

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 gmri.org.

The Executive Assistant (EA) provides confidential, high-level administrative and operational support to the Chief Development Officer (CDO) (75%) and the SVP, Marketing and Communications (25%), serving as a key liaison between the Development Department, Marketing and Communications, the Office of the President, and Senior Leadership.

The ideal candidate is resourceful, organized, and technically proficient, managing complex work streams with discretion and precision. This person moves fluidly between strategic projects and day-to-day administrative work, collaborates across departments, and brings a proactive, solutions-oriented mindset. Exceptional communication skills, sound judgment, and a professional presence are essential, as this role involves regular engagement with senior leadership, Board members, and donors.

• Manage the CDO's calendar, scheduling complex meetings with an understanding of priority and urgency
• Provide logistical support including travel arrangements, accommodations, and expense reporting
• Manage the CDO's donor portfolio in Blackbaud/Raiser's Edge
• Keep the CDO informed of upcoming commitments with timely follow-ups and awareness of relevant organizational dynamics
• Prepare and distribute agendas, notes, and minutes for internal and external meetings, including biweekly Development Leadership Team meetings and quarterly team retreats
• Support special projects, serving as project manager to ensure timely, on-spec completion
• Manage executive tasks and projects in Asana and collaborate across departments to advance CDO initiatives
• Prepare, modify, and proofread presentations, org charts, reports, and correspondence using MS Office, Box, and Slack
• Coordinate team events and retreats, including after-hours logistical support with Facilities

Provides the same core operational support to the SVP as described above, including calendar management, meeting logistics, travel, expense reporting, and special project management. Responsibilities unique to this role include:

• Organize and participate in weekly team meetings, including agendas, notes, and follow-up items
• Review, prioritize, and manage the SVP's email correspondence with strict confidentiality
• Collaborate across departments to gather information and support SVP initiatives

• Coordinate recruiting on behalf of both executives, including tracking candidates, scheduling interviews, and partnering with other EAs on onboarding
• Support Board-level Committee meetings, including scheduling, preparation, catering, and minutes
• Draft internal and external communications and prepare documents, meeting materials, and board materials
• Manage multiple concurrent work streams, proactively communicating with managers to maintain efficiency and alignment
• Collaborate with GMRI administrators and executive assistants on organization-wide scheduling, communications, and events
• Manage office administration using independent judgment and discretion
• Perform other administrative duties and special projects as assigned

• Bachelor’s degree in related field, which may include Business Management, Project Management, or Business Administration;
  Master’s degree preferred
• Minimum of 3 years of executive administration or project management experience, including direct support of senior leadership
• Demonstrated ability to shift between high-level strategic work and detailed administrative tasks
• Strong analytical, organizational, and time-management skills with impeccable attention to detail
• Strong technical skills and comfort with digital platforms and audio/visual systems
• Sound independent judgment and problem-solving ability
• Excellent relationship management skills with experience engaging stakeholders at all organizational levels
• Absolute discretion with…