Position Summary:

Reporting directly to the Special Assistant to the President, the Scheduler provides administrative support to the president’s office and serves as the scheduling liaison by ensuring a smooth flow of communication within and outside of the Island Institute; at the direction of the Special Assistant, implementing administrative support systems that enable the president to spend as much time as possible in the field cultivating funding sources, enhancing community relations and providing leadership to the organization. The Scheduler also provides administrative support for any routine administrative, scheduling, logistical, and operational functions as requested. 

Qualifications:

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy.
• A highly resourceful team player with the ability to also be extremely effective independently.
• The proven ability to handle confidential information with discretion, be adaptable to competing demands, and demonstrate the highest level of client service and response.
• At least three years of relevant administrative assistant experience.
• Proficient computer skills in Microsoft Office (Word, Outlook, Excel and PowerPoint) and Google.
• Knowledge of standard office administrative practices and procedures.

Essential Functions:

Support to the President’s office – 75%

• Report to Special Assistant to complete a broad variety of administrative tasks for the president and management committee: managing an active calendar of appointments; arranging detailed travel plans, itineraries, and agendas when necessary; and compiling documents for travel-related meetings.
• Coordinate and implement various internal and external meetings, both in-person and video calls, when necessary, these may also involve the board of trustees, staff members and/or outside constituents, and other nonprofit and for-profit organizations.
• Serve as the liaison between staff in matters relating to the president’s schedule and appointments.
• Organize breakfast or lunch meals for internal meetings involving the president and/or senior management when requested; this includes support for Board of Trustees meetings.
• Communicate directly, and on behalf of the president, with board members, constituents, staff, and others on matters related to the president’s meeting schedule.
• Work effectively with the president to keep them well-informed about upcoming commitments and responsibilities, following up appropriately; use Salesforce to update President on any follow up tasks and log notes from meetings as needed.
• Assist with compilation and distribution of meeting documents; working with the Special Assistant and board liaisons, compile board packets for the board/committee meetings and distribute hard copies, and digitally load the packets onto google drive.
• Perform administrative tasks for the president and management staff such as mailing, printing, filing, and other support tasks.

Support to other functional areas – 25%

• Complete daily administrative tasks including but not exclusively: file daily for the Finance team and pick up mail at post office, open and distribute mail, answer door for packages and other deliveries, monitor main phone line, maintain the schedule of meeting rooms and configure rooms as needed (i.e. tables/chairs);
• Process tear sheets for Working Waterfront.
• Assemble mailings for the Finance team (i.e. checks, etc.).
• Apply postage to mail for various departments using the postage meter; maintain the postage meter and replenish funds as necessary; schedule Fedex pickups.
• Provide support for Island Institute events & meetings (i.e. registrations, compiling meeting materials, etc.); support travel arrangements as needed.
• Database input and filing as needed; periodically transport file boxes to storage.
• Provide support for building maintenance, to include: serving as a liaison for various vendors including Casella Waste, building cleaners, etc.; ensuring cleaners are satisfactorily performing and arranging for special cleaning as necessary such as in preparation for board meetings.
• Help ensure other contractors are scheduled and performing their tasks in collaboration with Building Operations personnel (i.e. scheduled inspections for elevator, sprinkler, fire extinguisher, etc.)
• Key and code access and management.
• Order office supplies.
• Assist with workspace use and planning; attends to furniture requests and moves.
• On the call list for Seacoast Security in the event of alarms.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: the employee is required to sit, enter data using computer keyboard and mouse, stand, walk, bend over occasionally, and move about the office space as well as between building floors. There is no requirement to lift and/or move weights of more than 15 pounds. The employee will be expected to travel on occasion by boat and ferry to various island and remote coastal locations. There will be times when working long hours in the evenings and weekends will be required.
• Work environment: The noise level in the work environment is usually minimal.

What we offer:

• A benefits program to include health, dental, vision, company provided life and disability insurance.
• A 403b retirement plan with an employer match of up to 6% after one year of employment
• A generous paid time off policy
• 11 paid holidays and 2 paid floating holidays.
• Island Institute membership benefits
• Discount at Island Institute’s Archipelago retail store
• Some remote work flexibility will be available, but several days in the office per week will be necessary.

Base pay for this position is $41,621 ($20.01/hour) with a range that depends on experience and skills related to position responsibilities and qualifications.

While there is no deadline for submitting your application, the application period will close when the position is filled. Contact Susan Haversat at shaversat@islandinstitute.org if reasonable accommodation is required to complete the application.

Based in Rockland, Maine, the Island Institute is a nonprofit organization and an equal opportunity "at-will" employer committed to providing equal employment opportunities based upon an individual's ability and qualifications. We do not discriminate against people on the basis of race, citizenship, ancestry, color, religion, sex, sexual orientation, national origin, age, mental or physical disability.

For more information about the Island Institute and our work along the Maine coast, please visit www.islandinstitute.org.