Manage the Executive Director's communications.
Manage the Executive Director's calendar and daily schedule.
Anticipate the needs of the Executive Director for meetings and events, ensuring that the Executive Director is fully prepared in advance.
Attend meetings and take notes, documenting next steps and ensuring appropriate and responsive follow-up and accountability.
Assist in special meetings and events planning and implementation, occasionally requiring time outside of regular working hours.

Board support:

Provide administrative assistance to members of the Board of Trustees as necessary.
Support the Board Secretary by preparing Board meeting minutes.
Coordinate the logistics for Board meetings including scheduling, preparation, technology setup, Board meeting packet preparation, and vendor coordination.
Contribute to creating and maintaining a positive, collaborative working environment between the Board and Museum staff.

General Administrative support:

Provide administrative assistance across all departments.
Manage calendars, schedule meetings, conferences, and travel.
Support staff with day-to-day needs and requests.
Process weekly vendor payments and staff reimbursements.
Assist bookkeeper with Quickbooks tasks and invoice/receipt reconciliation.
Oversee office supply inventory & postage, placing orders as needed.
Oversee office equipment maintenance and contact repair technicians as needed.
Coordinate with external IT consultant to resolve technical issues.
Maintain and organize electronic and paper filing systems.
Other duties as assigned.

Assist with

HR:

Recruitment
Post job opportunities, monitor applications, and vet applicants.
Hiring
prepare new hire packets, collect onboarding paperwork, facilitate background checks, and assist with new employee onboarding.
Maintain staff vacation calendar.
Oversee ICHRA insurance reimbursement program.
Provide backup administrative support on payroll and retirement portals.
Prepare and collect intern agreements and support intern onboarding.
Coordinate intern and visitor housing/lodging.

Qualifications & Requirements:

Education:

High School diploma, Bachelor's degree preferred.

Experience:

Strong administrative work experience. 3+ years of experience in an executive assistant or senior administrative support role, preferably in a museum, arts organization, academic, or nonprofit environment.

The ideal candidate will demonstrate superior organizational and communication skills, with a proactive approach to problem-solving and discretion in handling sensitive information.
Computer skills and comfort with standard office software packages (Microsoft Suite, Google Workspace, virtual meeting platforms, etc.) and the ability to easily learn new software.
Basic bookkeeping skills and working knowledge of QuickBooks are a plus.

Related Skills:

Self-motivated with a flexible and highly organized work style.
High attention to detail.
Possess a high standard of personal ethics and integrity.
Understand and adhere to strategic plans and associated budgets.
Shows confidence and possesses the ability to take appropriate initiative. Schedule Monday-Friday, 9a-5p Occasional evening and weekends as required Work Location In person Pay $55,000
$60,000/annually Benefits
Paid Vacation
2 weeks
Maine Earned Paid Leave (MEPL)
48 hours/year
Annual paid holidays (8)
Monthly healthcare reimbursement (ICHRA)
Retirement savings
Voluntary employee contributions to Maine Retirement Investment Trust (MERIT)
Free on-site parking
Museum membership and generous employee discount in the Museum Store How to Apply Please send a resume and letter of interest to Kristy Griffin at kgriffin@mainemineralmuseum.

org. No phone calls please. Nondiscrimination The Maine Mineral & Gem Museum (MMGM) is an equal opportunity employer which recognizes and encourages people of all identities to apply. MMGM does not discriminate against any person on the basis of race, national origin, ancestry, public assistance, ethnic background, religion, marital status, economic class, age, disability, sex, creed, veteran status, sexual orientation, gender identity/expression, and any other legally protected characteristic. MMGM complies with all applicable national, state, and local laws pertaining to nondiscrimination and equal opportunity.

Pay:

$55,000.00

$60,000.

00 per year

Work Location:

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