Executive Assistant and Database Specialist

Start Date: May 22, 2024 | End Date: November 18, 2024
County: Kennebec County
Job Type: General Assistance, Other

Maine Development Foundation

Job Announcement:  Executive Assistant and Database Specialist

May 2024

MDF provides leadership, trusted research, and creative cross-sector partnerships to enable Maine business, community, and policy leaders to drive Maine’s long-term economic growth. Created in statute in 1978, MDF is a private, non-profit, non-partisan membership organization working with leaders statewide for sustainable growth.  Our work includes Measures of Growth for the Maine Economic Growth Council, flagship leadership programs (Leadership Maine, Institute for Civic Leadership, and Policy Leaders Academy) and partnerships that move our state forward (the Forest Opportunity Roadmap – FOR/Maine, Maine Adult Promise, the Maine Downtown Center and SEAMaine). More information is available at www.mdf.org.  MDF is an affirmative action/equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

The Maine Development Foundation is seeking an Executive Assistant and Database Specialist who will serve as a member of the Finance and Management team. This position will primarily support the CEO and senior team of MDF and assist with the Finance and Management team. This position will be responsible to the COO.   

The ideal candidate is organized, process oriented, detail oriented, excellent customer service and experience in a busy, fast paced setting managing multiple deadlines. Their work is accurate and on time. They are great communicators and can resolve conflicts. They are good problem solvers and flexible in service of larger team and organizational goals.

Responsibilities

• Provides administrative and finance support to the CEO and Senior team of MDF, includes the CEO calendar
• Manages and acts as owner of the MDF database (CRM - Little Green Light) – Use database to track many lists, gifts, events and mailings
• Provides administrative support to the Board of Directors (preparing board packets, agendas, taking minutes, arranging meeting logistics, tracking participation, etc.)

• Participate in general staff meetings and team meetings
• Cross train on finance and HR administration

Profile of Successful Candidate

Required

• Highly effective communicator both written and orally with a wide range of people, in person, on the phone and in virtual meetings, in emails and mailings
• Demonstrated ability to work with a team and achieve desired goals
• Demonstrated ability to work independently and make judgment calls where appropriate
• Demonstrated ability to think creatively and to identify and resolve problems
• Skilled in maintaining program files and databases
• Exceedingly well organized and flexible
• Integrity, credibility, and a commitment to MDF’s mission
• Comfortable using Microsoft programs

Qualifications

• Demonstrated experience of administrative or executive assistant or similar skillset
• Database experience
• Proficient w/ MS office programs
• Highly detailed oriented
• Basic Accounting/financial knowledge preferred
• Basic HR knowledge preferred

• Undergraduate degree preferred
• Handle confidential matters
• Ability to create spreadsheets, reports, charts and graphs
• Ability to prioritize, multi-task and meet deadlines
• Ability to be flexible and adapt in a fast paced, changing environment
• Ability to follow directions

Position:  Position is PT (50-75%) but could be FT for the right candidate now or in the future.

Reports to:  COO

Job Location: Hallowell with the opportunity to occasionally work remotely

Travel:  Successful applicant must be available for some travel in state using personal vehicle (mileage reimbursed)  

Salary: Commensurate with experience and market. MDF has an excellent, competitive benefits package.

Application deadline:   Until filled - applications will be reviewed on a rolling basis

Process:

Interested parties should submit one PDF combining a cover letter, resume and professional references via email to rvanadestine@mdf.org. The subject line should read: Job Search – Executive Assistant.  Inquiries can be made in confidence to the same e-address.