Director of Administration & Governance

Reports to: President & CEO
Location: Bangor, Maine Office
Position Type: Full-Time, Exempt
Salary: $60,000—$75,000 (commensurate with experience)
Benefits: Generous benefits package including health, retirement, PTO, and professional development opportunities.

Position Summary

The Director of Administration & Governance plays a central role in strengthening the internal operations and governance infrastructure of Heart of Maine United Way. Working closely with the President & CEO, this position helps ensure organizational discipline, governance integrity, and effective coordination across the organization.

This role is responsible for managing key administrative and operational systems, supporting Board governance processes, and coordinating compliance and organizational requirements to ensure critical deadlines, filings, certifications, and renewals are met. This position also serves as a key operational partner to the CEO, helping manage priorities, coordinate initiatives, and ensure organizational commitments are tracked and executed effectively.

Working in partnership with the CEO and leadership team, the Director strengthens internal systems, improves workflows, and advances key organizational and strategic initiatives.

This position is ideal for a highly organized, detail-oriented professional who brings sound judgment and a systems mindset to their work. The role requires professionalism, a proactive and solutions-oriented approach, and the ability to manage multiple priorities in a nimble, team-oriented nonprofit environment.

Key Responsibilities

Governance & Compliance Coordination

• Maintain and manage a comprehensive organizational calendar of monthly, quarterly, and annual requirements.
• Coordinate compliance and reporting requirements including, but not limited to, UWW certifications, nonprofit filings, tax exemption renewals, insurance renewals, and other regulatory obligations.
• Ensure organizational documentation and official records are accurate, current, secure, and accessible.
• Proactively identify upcoming deadlines, assign clear ownership, and communicate with appropriate team members to ensure completion.
• Maintain and organize core organizational policies and governance documents to ensure clear version control and accessibility.
• Coordinate organizational grant reporting timelines and documentation requirements in partnership with program and finance staff to ensure timely and accurate submission.

Board & Committee Administration

• Coordinate Board and committee meeting logistics, including agenda development, materials distribution, RSVP tracking, and follow-up communication.
• Record and distribute accurate meeting minutes in a timely manner.
• Support Board reporting processes and ensure alignment with governance best practices.

Organizational Operations & Systems

• Support HR administrative processes, including onboarding and offboarding documentation, annual compliance forms, employee records management, and coordination of required trainings, in partnership with the CEO and appropriate leadership team members.
• Strengthen and document internal processes and workflows to improve organizational efficiency, clarity, and accountability.
• Support cross-functional coordination among staff to ensure alignment on priorities and deadlines.
• Utilize and optimize organizational technology systems, including CRM and collaboration tools.
• Demonstrate a willingness to explore and adopt emerging technologies, including AI tools, to enhance productivity and effectiveness.

Executive Partnership & CEO Support

• Prepare briefing materials, meeting agendas, and background documents for meetings and events.
• Track key decisions, action items, and commitments to ensure accountability and completion.
• Manage the CEO’s email and calendar, including prioritizing correspondence, drafting responses, scheduling meetings, and ensuring timely follow-up.
• Draft and coordinate professional communications with Board members, business leaders, and community partners on behalf of the CEO when appropriate.

Special Projects & Strategic Support

• Support CEO-led initiatives and organizational projects from planning through execution.
• Coordinate internal and external stakeholders to ensure project milestones are met.
• Over time, assume ownership of special projects aligned with organizational priorities.

Qualifications

• 5+ years of experience in operations, executive support, project management, or organizational leadership in nonprofit, private sector, healthcare, higher education, or similar environments.
• Demonstrated experience supporting senior leadership or executive-level functions.
• Strong written and verbal communication skills, with the ability to draft professional correspondence and Board materials.
• Exceptional organizational skills and attention to detail.
• Ability to manage confidential information with professionalism and sound judgment.
• Comfort managing multiple priorities and adapting in a fast-paced environment.
• Strong proficiency in technology systems (cloud-based office suites, CRM platforms, project management tools, etc.), with demonstrated experience leveraging new technology to streamline workflows.
• Experience with workflow improvement, process design, or systems optimization preferred.

Measures of Success

• Organizational compliance requirements and governance obligations are met consistently, accurately, and proactively.
• The CEO’s time is strategically prioritized, with clear follow-through on key commitments and decisions.
• Board and committee processes are well-organized, professional, and efficient.
• Internal systems and workflows improve over time, reducing friction and increasing clarity across the organization.
• The organization operates with increased discipline, accountability, and operational effectiveness.
• Demonstrates strong judgment and anticipation by proactively identifying needs, addressing issues before they escalate, and maintaining a clear understanding of organizational priorities and dynamics.

All Staff Responsibilities

• Support HoMEUW’s mission to mobilize communities to action so all can thrive.
• Actively contribute to the organization’s fundraising efforts, including campaign support, donor engagement, and events as appropriate.
• Represent HoMEUW with professionalism and integrity in all interactions, maintaining and strengthening the organization’s reputation in the community.
• Collaborate across departments to strengthen organizational effectiveness.
• Participate in organizational initiatives, events, and special projects as needed.
• Demonstrate a commitment to continuous improvement and teamwork.