Executive Assistant

The Island Institute, Maine’s advocate for coastal communities, has an exciting leadership opportunity for an Executive Assistant to join our team based in Rockland, Maine!

The Island Institute is a non-profit organization, that works alongside Maine’s island and coastal leaders to build community sustainability in island and coastal communities and share solutions

Reporting directly to the President of the Island Institute, the Executive Assistant provides administrative support to the president and serves as the liaison to the board of trustees and the leadership team by ensuring a smooth flow of communication within and outside of the Island Institute, managing administrative support systems that enhance the effectiveness of the organization.

How you will Contribute:

• Provide a broad variety of administrative tasks for the president and leadership team
• Maintain and manage the president’s calendar, schedule and appointments; complete expense reports; prepare emails and both confidential and non-confidential correspondence, arrange detailed travel itineraries and agendas and compiling documents for travel-related meetings
• Coordinate and make arrangements for various internal and external meetings, both in-person and conference calls, with both internal boards and external organizations.
• Act as a “gatekeeper” for direct access to the president’s time and office
• Serve as the president’s administrative liaison to the Island Institute’s board of trustees
• Communicate directly, and on behalf of the president, with board members, constituents, staff, and others on matters related to the president’s meeting schedule
• Provide a bridge of smooth communication between the president’s office and internal departments, demonstrating leadership to maintain credibility, trust, and support with staff
• Record, transcribe and distribute minutes of meetings as requested by the president
• Working with the president and board liaisons, coordinate and plan the board/committee meetings throughout the year
• Plans and prepares for Board of Trustees meetings, including creation of board materials and packets
• Assist board members with travel arrangements, lodging and meal planning as needed for the board/committee meetings
• Participate in weekly operations committee meetings to assist in taking minutes and helping to schedule meetings
• Prepare and proofread correspondence, communications, presentations and other documents as requested by the president or management committee
• Maintain Calendar requests for use of the three conference rooms

Qualifications:

• Associates degree, certification, or related professional training, plus three years’ experience providing administrative support at an executive level
• Articulate and professional acumen
• Ability to produce minutes from board and internal meetings
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy
• Highly resourceful team player with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response
• Proficient computer skills Microsoft Office (Word, Outlook, Excel) and the ability to learn other communication software such as Zoom and adobe connect and google drive
• Knowledge of standard office administrative practices and procedures
• Initiative and desire to think outside-the-box and see opportunity when presented
• Pragmatic, problem-solver

We’re growing and building our teams to further strengthen our focus on climate action, the coastal economy, and investments in community infrastructure and leadership. We are committed to helping our islands and coast meet the challenges ahead and working with these communities to build resilience along the Maine coast.

What We Offer:

• A unique opportunity to contribute to a mission to further the sustainability of communities.
• A comprehensive benefit package including medical, dental, vision
• Matching 403b Retirement Plan
• Paid holidays and 4 weeks paid time off
• Parental leave
• Cell phone reimbursement, store discounts and more…

NO PHONE CALLS OR RECRUITERS, PLEASE

Island Institute is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, veteran status, familial status, domestic violence status, or any other status protected by law.