We are a diversified, family-owned Maine company in multiple industries including real estate, property management, hospitality, farming, automotive, and more. We are seeking an exceptional Executive Operations Coordinator to support senior leadership and help keep multiple businesses organized, focused, and moving forward.
This is more than an administrative role. You'll work closely with leadership, coordinate key initiatives, manage competing priorities, and serve as a trusted partner in the executive office. The ideal candidate is willing to “roll up their sleeves” to jump in and help the team. If you thrive on creating order from complexity, enjoy solving problems, and appreciate the value of relationships and discretion, we'd like to hear from you.
What You'll Do
Executive Support
- Manage calendars, scheduling, correspondence, travel, and meeting logistics.
- Prepare agendas, materials, and follow-up items to keep leadership focused and prepared.
- Coordinate priorities and ensure commitments are completed.
Meeting & Project Coordination
- Organize leadership meetings and maintain action items.
- Track projects and follow-up tasks across multiple businesses.
- Help maintain an effective rhythm for executive, board, and project meetings.
Administrative Operations
- Maintain files, records, templates, and company documentation.
- Coordinate approvals, signatures, and recordkeeping.
- Improve systems and processes to make information easier to access and manage.
- Provide hands-on support with daily operations, vendor coordination, and special assignments, including assisting accounting staff with “bank runs” or processing.
Communications & Special Projects
- Draft and proofread correspondence, reports, and meeting materials.
- Conduct research and coordinate projects across the organization.
- Handle confidential matters with professionalism and discretion.
- Assist in leading organizational projects, such as archival efforts, digitization, and record keeping
- Represent the executive office with warmth, responsiveness, and sound judgment.
What We're Looking For
- Experience as an Executive Assistant, Operations Coordinator, Office Manager, Project Coordinator, Paralegal, or similar role.
- Exceptional organizational skills and attention to detail.
- Strong written and verbal communication skills.
- High level of discretion and professionalism.
- Ability to manage multiple priorities and personalities.
- Proficiency with Microsoft Office, Outlook, Teams, Word, Excel, and business technology, with excitement to learn new systems.
- A service-oriented mindset with strong follow-through and initiative.
- Humility to acknowledge when something is not known and a willingness to ask for clarity, support, or feedback.
Helpful Experience
- Family-owned or multi-entity organizations.
- Public- and customer-facing roles.
- Project tracking systems, CRM platforms, or operational software.
- Creative experience with letterhead, presentation design, and the like.
Who You Are
✔ Highly trustworthy
✔ Calm under pressure
✔ Organized without being rigid
✔ Warm, professional, and approachable
✔ Persistent with follow-up
✔ Comfortable with ambiguity
✔ Practical, resourceful, and proactive
✔ Someone who values relationships, reputation, and culture
✔ Enjoys a diversity of work tasks
Location: Portland, Maine area, with limited travel in Greater Portland
Schedule: Full-time, primarily in person with some flexibility
Compensation: Salaried, commensurate with experience, from $60,000.
Pay: From $60,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
