Executive Assistant

We’re hiring! Are you passionate about making a real difference in your community? The Galen Cole Family Foundation is seeking a highly organized, mission-driven Executive Assistant to help assist our programs, support our partners, and strengthen our impact across Maine.

If you have experience in administration, donor or grant management, and thrive in a fast-paced, purpose-driven environment, we’d love to hear from you. Join us in advancing meaningful work that honors our mission and serves those who need it most.

The Executive Assistant (“EA”) serves as a primary liaison to stakeholders served by the Galen Cole Family Foundation (“Foundation”), and to those who serve the Foundation. Reporting to the Executive Director, this position supports strategic and tactical assignments directed to them by the Executive Director and the President to advance the organization’s mission and long-term priorities. The EA also supports a variety of administrative and financial responsibilities, supports the governance structure (Board of Trustees and Board Committees) as well as program leadership.

This position shall support the overall reputation, integrity, financial resources, human resources, and community partnerships of the Foundation. To be successful in this position, the EA must be:

• Committed to comprehending and executing the vision, preferences and requests as documented by founders of the Foundation – Galen and Suzanne Cole;
• Exceptional collaborator and committed to service excellence;
• Organized;
• Demonstrate ability and temperament to work with sensitive information;
• Ability to think creatively and with a sense of urgency in situations and events that require quick response or turnaround and;
• Driven to improve efficiency.

• Manages all aspects of grant applications, evaluation, monitoring and record maintenance.
• Assist leadership with all aspects of relationship management for program partners and stakeholders in the community.
• Prepares financial reports and maintain records pertaining to the Foundation Programs’ activities and statistics.
• Prepares and assist in the preparation of program requests and funding.
• Process payment requests for Program vendors and clients.
• Conducts meeting surveys to determine appointment and meeting dates, schedules and maintains committee calendars and appointments.

• Maintains database for donor management software.
• Issues gift acknowledgements, thank you letters, invoices, etc. for all donor gifts
• Assist with the management of donor events.

• Works closely with the Executive Director and President to keep them well informed of upcoming commitments and responsibilities, following up as appropriate.
• Provides calendar management for leadership;
  Board and Committees; making judgements and recommendations to ensure smooth day-to-day scheduling of meetings.
• Acts as a liaison and provide support to the Board of Trustees and Board Committees. Arrange and handle logistics for scheduling meetings and events; assist with draft agendas; develop, compile and including advance distribution of meeting materials. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Provides administrative support to leadership by taking minutes, booking meetings, drafting and revising reports as well as facilitating program Memoranda of Understanding agreements.
• Safeguards the confidentiality of Foundation administration by exercising discretion in communicating information and in handling administrative records, file and similar confidential items.
• Performs records management storage and retrieval by creating…