Marketing and Events Coordinator

Position Overview:

This role coordinates and supports the development and implementation of marketing and events for Waypoint Maine. Responsibilities include supporting the Manager of Events and Office Administration with organizing and implementing various fundraising initiatives and agency events. This in-person position also assists with various administrative tasks and acts as a primary support for functions necessary for the daily operations of Waypoint. This includes, but is not limited to, tracking support requests, navigating and entering data in various database information systems, handling confidential information, and fulfilling other administrative duties as needed.  This front- facing position is often the first point of contact for visitors, vendors, and those engaging in and seeking services.

This position is starting at $23 per hour.

Duties and Responsibilities:

This position is accountable for the following key duties and responsibilities:

• Support the Manager of Events and Office Administration in all agency events, completing various tasks as well as event participation.
• Assist with the vetting and dissemination of marketing materials.
• Assist with organizing events; calling vendors, potential vendors etc.., tracking associated information and data.
• Provide support by answering phone calls, greeting visitors, and other record-keeping duties.

• Coordinate front desk operations, including processing incoming and outgoing mail and monitoring the front desk email inbox to ensure timely responses and efficient communication.

• Monitor and direct monthly program requisitions and purchasing for assigned programs. Reconcile purchasing and submit accurate and timely reports.
• Ensure common areas of the main office are clean, presentable and professional.
• Generate maintenance work order requests using our internal maintenance platform, MaintainX, for the Main Office and other departments as needed.
• Participate in monthly administrative meetings; document and distribute notes.
• Update all agency directories, including the phone and residential home directories.
• Participate in committees as directed.
• Provides administrative support/tasks or projects for other departments as directed.
• Assist the finance department with the organizing and mailing of checks.
• Always maintain the confidentiality of information.
• Provide administrative support to the senior team as directed including the management of board notes and related documents.

• Coordinate logistics for all board meetings, including room set‑up, purchasing meeting supplies, and managing office-related shopping needs as required.
• Assist with the development and procurement of marketing materials.

• Utilize sound judgment and demonstrate professional boundaries.
• Must be able to handle stressful situations and manage competing priorities.
• Work cooperatively with other main office personnel, resolving conflicts that may arise.
• Arrive to work timely, ensure a good attendance record, and maintain an updated timecard.  

• Complete other duties as assigned consistent with the role

Position Competencies (Knowledge/Skills/Abilities):

• Demonstrate leadership ability and strong teamwork
• Advanced MS Office proficiency

• Knowledge of Adobe Creative Cloud products (e.g., Acrobat, InDesign, Photoshop, Canva)

• Database experience/acumen
• Strong organizational skills and attention to detail, and good follow through
• Ability to multi-task effectively and timely
• Customer Service skills including successfully communicating with a range of contacts
• Ability to maintain composure with multiple priorities and appropriate deadlines
• Ability to handle sensitive and confidential information
• Clear and proficient verbal and written communications

Additional Qualifications:

• Associate or bachelor’s degree in applicable field preferred; specific demonstrated experience may substitute
• Previous office and Administrative Support experience preferred.
• Experience in event planning, marketing activities.
• Valid driver's license

Physical Requirements:

• Perform focused computer/desk work for long periods of time.
• Ability to lift up to 35 lbs., open filing cabinets, and stand/sit as necessary.
• Converse in English clearly and succinctly in person, on the phone, or using headphones.

Medical, Dental, Vision Insurance

Retirement Plan

Paid Time Off

Paid Holidays

Employer Paid Short Term Disability

Employer Paid Life Insurance and AD&D

Critical Illness and Accident Insurance

Flexible Spending Accounts