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. Job description 1. Position Summary 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. 2. Duties and Responsibilities: 1. Partners and Programs Coordination 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. 2. Donor Relations 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. 3. Administration and Executive Support 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 electronic files and records as necessary using judgement and knowledge of office requirements. Updates and maintains, to the extent possible, a paperless filing and retrieval system. Contributes to the overall success of the Foundation by performing other essential duties and responsibilities as assigned. Reserves conference room for presentations, in-office meetings and events. Secures necessary equipment, supplies and refreshments for meetings and events and prepares facilities. Performs Notary Public duties. 4. Bookkeeping, Accounting & Vendor Management Provides financial information to management by researching and analyzing accounting data; preparing reports, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable format. Assists with development and management of the Operating and Capital budget by maintaining budget records, completing budget transfers, producing reports and summaries. Prepares special financial reports requests and answers accounting questions by collecting, analyzing and summarizing account information and trends. Manage the collection, approval and electronic storage of vendor invoices. Prepare bank deposits. Handle vendor and customers questions. Establish ACH payments with vendor. Assists other financial professionals with creating and editing financial documents and preparing annual IRS tax Form 990PF. Create requests for maintenance, repair, bids and other occurrences. Schedule vendors repairs and inspections as required or needed seasonally, monthly, quarterly and annually. 5. Human Resources Support inputting of payroll new additions and changes with Payroll Service. Updates Payroll Service with changes in exemptions, insurance coverage, account changes and direct deposit forms. Submitting and verifying employees’ work hours and payments through the Payroll Service. Enrolls and terminates employees’ benefits with providers. Verifies and maintains files for Form 941’s tax and W-2 tax forms. Compiles and submits annual MEMIC audit.

3. QUALIFICATIONS / EXPECTATIONS

1. Bachelor of Science preferred.
2. Three to five years’ experience in donor management, grant management and/or administrative support.
3. Proficient with Microsoft Office, Adobe Acrobat, QuickBooks and ability to design and edit graphic presentations, spreadsheets and materials.
4. Strong organization skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and deadline oriented.
5. Highly resourceful team-player, with the ability to also be extremely effective independently.
6. Outstanding communication skills, both oral and written.
7. Flexible and able to react to ever changing priorities, conditions and responsibilities; responding positively to change and embracing new practices or values to accomplish goals and solve problems.
8. Driven to remove waste and inefficiency from all processes
9. Impeccable character.
10. Appreciation for, and deep connection to, Maine people and cultures.
11. Local residence preferred.