Executive Assistant – Office of The COO

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 gmri.org.

The Executive Assistant (EA) will support the Chief Operating Officer (COO) and is expected to organize, manage, and plan special projects; manage the day-to-day operations of the COO’s office, including functioning as a thought generator and partner on the COO management team; and serve as a liaison between the Office of the COO and staff, external partners, and any visitors to GMRI. This solutions-oriented team member reports directly to the COO, however, the successful individual must also be comfortable and flexible enough to handle urgent requests from the Office of the CEO and other senior leaders as necessary.

Responsibilities/Tasks:

• Manage day-to-day operations of the Office of the COO: manage the COO’s calendar and maintain org-wide event calendar, support budget management process as needed, oversee incoming and outgoing mailings, schedule meetings, draft internal and external communications, and ensure timely follow up from interactions and responses to inquiries
• Effectively liaise with Finance, SPO, Human Resources, Facilities, IT, and other departments within the organization on behalf of the COO
• Ensure COO is prepared for all board and committee interactions, communications, and meetings and materials, including agendas and presentations are accurate, timely, and complete to be shared with the Office of the CEO and relevant board members
• Serve as an effective project manager for projects that originate from the COO and ensure that they are well organized and completed on time and to specifications
• Provide onboarding to new Operations Department hires and manage onboarding schedule on behalf of the COO
• Create meeting agendas and prepare any required presentation of materials for all key internal and external meetings involving the COO
• Book travel arrangements ensuring every aspect of travel is efficiently and effectively coordinated
• Provide research on various topics of organizational interest and background information about upcoming site visits by people and organizations
• Become familiar and remain knowledgeable about GMRI programs, including any contractual or government agency mandated regulatory compliance standards
• Create systems and processes that effectively streamline important information to the Management Team and the Operations Department management team
• Provide support and coordination for events, retreats, and building rentals that are the responsibility of the Operations Department
• Build and maintain effective working relationships with other staff
• Assist with the development and maintenance of documents related to the work of the COO
• Perform other duties as assigned

Required Qualifications:

• A commitment to the mission and programs of GMRI
• Bachelor’s degree in related field, which may include Business Management or Administration with at least 3 years of experience supporting a senior executive; Master’s degree preferred
• Must be professional, polished, strong self-starter with a “can do” attitude in addition to a flexible approach
• Demonstrated project management and administrative skills; preference will be given to candidates with experience using project management software
• Ability to handle confidential and sensitive information with integrity and discretion
• Excellent relationship management skills and the ability to work with various stakeholders (both internally and externally) at all organizational levels
• Advanced written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Outlook
• Strong time management skills with the ability to administer multiple projects simultaneously and prioritize workload; must be adaptable to changing priorities or projects
• Ability to think proactively, take initiative, and offer solutions to challenges
• Strong work ethic and impeccable attention to detail
• Ability to work independently and as part of a broader team

Diversity and Inclusion:

Gulf of Maine Research Institute 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, or veteran status. GMRI’s employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, or veteran status.

Applicants and employees are encouraged to voluntarily self-identify their race/ethnicity, gender, disability status and veteran status to assist GMRI in fulfilling various data 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 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 January 31st, 2025.