Executive Assistant

We are looking for an experienced Executive Assistant to support leadership at a non-profit organization based in Portland, Maine. This Contract position begins with an onsite presence to build strong working relationships and learn team operations, with the possibility of some remote flexibility over time. The role is ideal for someone who is highly organized, communicates clearly, and can quickly step into a fast-moving environment while managing priorities with accuracy and professionalism.

Responsibilities:

• Manage complex calendars for executive leadership, coordinating appointments, internal meetings, and shifting priorities with careful attention to timing and logistics.
• Organize domestic travel arrangements, including itineraries, transportation, lodging, and schedule alignment for leadership and related business needs.
• Prepare meeting agendas, gather supporting materials, and help ensure executives are ready for internal and external discussions.
• Record key discussion points and action items during meetings, then distribute clear follow-up notes to support accountability and progress.
• Serve as a reliable point of coordination across teams, helping streamline communication and maintain alignment on schedules and commitments.
• Monitor upcoming deadlines, meetings, and deliverables to help leaders stay organized and responsive in a dynamic work setting.
• Provide administrative support using Microsoft Office tools to create documents, manage information, and maintain organized records.
• Assist with evolving administrative processes and support operational continuity as the organization addresses staffing changes and ongoing business needs.