Your help could further MMSA’s vision of a brighter STEM future for the State of Maine and the nation. Today, I ask you to support MMSA and become a part of the movement to support exciting new ways for our youth to learn about science, technology, engineering, and math.
The Maine Math & Science Alliance (MMSA) is a 501(c)3 nonprofit organization that finds inspiring new ways to get people excited about science, technology, engineering and math today, so that our youth can become the innovators and workforce of tomorrow. MMSA supports educators to teach science, technology, engineering and math in more meaningful ways by:
- Developing professional development experiences for K-12 educators
- Conducting research and evaluation of STEM learning experiences
- Building relationships and networks to sustain systemic statewide improvement
Position Title: Executive Assistant
- At minimum a high school diploma and related experience in administrative support;
- Excellent organizational skills
- Self-starter and not afraid to ask questions,
- Ability to follow directions, ask questions, and follow through with a project giving attention to detail
- Good written and verbal communication
- Rigorous attention to detail is essential for success in this position
- 2-5 years executive assistant experience preferred.
Purpose of the position:
The executive assistant role is critical to the success and the smooth running of the MMSA. This position will work closely with the executive director, board, and staff to design and implement the needed administrative, logistical, and clerical duties for the executive director and her team.
Executive Director Support:
- Responsibilities include supporting the Executive Director’s administrative affairs – including leadership, programmatic, relationship-building, and fundraising related tasks.
- Provide the Executive Director with meticulous calendar management, expense reporting, travel arrangements, meetings logistics, communications, and project and report coordination.
- Act as the first point of contact with staff, Trustees, donors, partners, and the general public and makes decisions on priority of commitments for the Executive Director.
- Assemble information about people/relationships for upcoming meetings (“this is why you’re going”) and maintains all files for the Director.
- Provide assistance in development/fundraising activities, grant proposal development, and other development tasks as needed.
Board of Directors Support:
- Responsible for all aspects of planning and organizing board meetings and events, disseminating important information, assembling Trustee meeting materials, monitoring the trustee portion of the MMSA website, coordinating the on-boarding and orientation of new Trustees, planning and coordinating meetings for the Board’s committees, taking meeting minutes, and other Trustee-related administrative duties.
- Work closely with the Executive Director and Leadership Teams to design and implement a highly engaging experience for Board members.
- Establish and maintain the MMSA work environment standards to be inviting and friendly including contact and follow up with the landlord as needed for general maintenance items.
- Update MMSA informational materials according to the needs of the office.
- Banking, printing, distribute incoming mail to the respective staff, and other duties as required.
- Set up and clean up conference room for events
- Maintain office appearance
- Contact and follow up with the Landlord as needed for general maintenance items
- Make travel arrangements as requested, staff and speakers as required
- General receptionist responsibilities for the organization.
- Complete errands, includes post office, bank, and printing.
- Process incoming and outgoing checks.
Other Essential Needs:
- Maintaining good communications with supervisors, staff and constituents.
- Being proactive about assisting supervisors, staff and constituents.
- Being ready to assume different tasks than what is detailed above.
- Detail oriented
- Follow through with little details
This position will be expected to attend at least weekly team meetings at the MMSA offices in person and will be expected to travel occasionally (including rare overnights) at locations elsewhere in Maine or nationally (with travel expenses paid by MMSA). They will be able to work from home for part of their time, if desired.
Please send a letter of interest, resume and three academic or professional references by email to HR@mmsa.org or by regular mail to Human Resource Director, 219 Capitol Street, Augusta, ME 04330. Materials should be submitted by Monday, December 16, 2019 to ensure full consideration.