Executive Assistant

Title: Executive Assistant

Reports to: President and Chief Executive Officer

Compensation: Non-Exempt, Hourly $22.00hr.

Essential Duties and Responsibilities

• Provide an elevated level of administrative and operational support to the President & CEO, including managing travel, schedule, and communications
• Coordinate Board of Directors meetings and functions: develop and distribute the Annual Board Calendar, draft agendas, record and distribute minutes, track attendance/votes/resolutions, and maintain Board records and confidentiality; keep the corporate seal secure, and draft Board resolutions as requested
• Support the annual marketing, development, fundraising, and community-outreach plans of the CEO; produce communications materials (Annual Report, newsletters, CEO memos, social media, press releases) and maintain the donor and volunteer databases
• Prepare correspondence and appeal materials for donors, volunteers, and the community; support OHI events and community-outreach efforts
• Provide administrative support to the President & CEO and Leadership Team, including composing correspondence, researching regulatory/funding developments, and covering the front desk as requested
• Maintain systems for tracking contracts and agreements to support compliance with OHI rules and regulations; submit required contract reports and materials
• Edit OHI policies and procedures under the President & CEO's direction and maintain the Policy Manual index; obtain and maintain a Notary License on behalf of OHI
• Assist with management, documentation, and filing of grievances and appeals made by people supported, employees, and others; support Camp Capella, Special Olympics, and other corporate functions
• Maintain organized paper and digital records consistent with OHI's Business Records Retention Policy; maintain the OHI Library and current files of agency budgets, contracts, and quarterly narratives
• Schedule appointments, travel, teleconferences, and meetings for the President & CEO; develop and distribute the Annual Corporate Meetings Calendar, Executive On-Call Schedule, and Annual Calendar of Important Dates
• Submit required regulatory notifications to DHHS on the President & CEO's behalf (e.g., audit discrepancies, policy/service changes, legal proceedings, leadership changes, discrimination findings) within required timeframes
• Perform other duties as assigned
• Required to adjust working hours when needed

Minimum Qualifications

• Bachelor's degree preferred; at least five years of senior administrative support experience, preferably supporting senior-level executives, or an equivalent combination of education and experience
• Experience in planning, communications, marketing, fundraising, public relations, or research within a nonprofit organization desired
• Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), virtual meeting/collaboration platforms, and social media
• Strong written and verbal communication, administrative, organizational, time management, and project-management skills; ability to balance multiple competing priorities and deadlines
• Advanced customer service and relationship skills; highest level of confidentiality and discretion; sound judgment and a professional, solution-focused attitude
• Valid Maine driver's license and approved OHI driver status; ability to work a flexible schedule
• Ability to exercise independent judgment and discretion in making decisions while working under general supervision

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.