Executive Operations Coordinator Position Available In Hancock, Maine

Executive Operations Coordinator 4.5 4.5 out of 5 stars 159 Old Bar Harbor Road, Bar Harbor, ME 04609 The MDI Biological Laboratory, located in Bar Harbor, Maine, is a 125-year-old independent biomedical research institution specializing in understanding the biology of aging and regeneration. As an organization, we are passionate about the role of basic research in improving human health and care deeply about the well-being of our community of scientists, students, staff and supporters. The Executive Operations Coordinator serves as an essential member of the MDI Biological Laboratory executive team. This central role provides high-level operational and project support to the President and Chief of Staff and serves as a key liaison to executive and senior leadership. The Executive Coordinator is a multi-faceted role within the organization, offering high-level operational and project support to the President and Chief of Staff, as well as to the board of trustees and senior leadership team. This strategic position ensures operational efficiency across departments by coordinating key committees and initiatives, enhancing communication, and implementing systems that support productivity. The Executive Coordinator also plays a critical role in resource management, strategic communications, and ensuring the smooth execution of organizational priorities.

Primary responsibilities include:

Key Leadership Support Serve as primary point of contact for the President and Chief of Staff as they work to achieve strategic institutional goals. Serve as primary point of contact for operational and strategic needs of the board, executive and senior leadership teams. Manage schedules, prepare materials and correspondence, and coordinate high-priority meetings and events. Operational Efficiency Develop and implement systems and tools to enhance organizational productivity and independently manage multiple institutional priorities. Coordinate the work of key board and institutional committees to ensure optimal implementation and alignment with strategic goals. Act as primary liaison between the President, VP of Research and the Board of Scientific Advisors, coordinating regular meetings and annual faculty review. Stakeholder Management Act as a liaison to internal and external stakeholders, ensuring effective communication and collaboration. Build and maintain strong relationships with donors, board members, executive leadership, department directors, and other key constituencies. Manage sensitive communications and resolve stakeholder concerns with professionalism and discretion. Serves as back-up for key positions in Development and External Affairs Project Management Coordinate the planning and execution of departmental and organizational initiatives such as the Visiting Faculty Program, annual Faculty and Senior Leadership Retreat and Campus Planning Committee, overseeing timelines, budgets and deliverables to ensure successful project outcomes. Coordinate cross-functional teams to achieve project goals. Qualifications This position requires advanced problem-solving, organizational, and communication skills to independently manage complex workflows, streamline operations, and foster productive stakeholder relationships. Required qualifications include strategic thinking and resourcefulness, commitment to supporting the mission and values of the MDI Bio Lab, willingness to maintain the highest possible standards of confidentiality and discretion, and the ability to be flexible and work cooperatively within a small but highly integrated team. Preferences Preferred qualifications include a bachelor’s degree, experience working in a non-profit setting, project management, familiarity with software such as Office 365 and the Adobe Suite. Work Requirements This is a full-time exempt position with excellent benefits, including health, dental and life insurance, and a generous retirement matching plan. Hours may be variable, especially during the summer events season. The MDI Biological Laboratory is an Affirmative Action/Equal Opportunity Employer.

Posted:

June 18, 2025