Maine's Capital Area

The Maine Mathematics and Science Alliance (MMSA) is a small non-profit organization based in Augusta, ME. MMSA 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; and Building relationships and networks to sustain systemic statewide improvement.

MMSA offers a work culture that is very team-oriented, welcomes a mix of working-from-home and in-office work schedules, and is rooted in the belief that high-quality professional development and programming can influence the future of our state. MMSA staff has some of the best talent in STEM education, including researchers and curriculum specialists. We offer an excellent compensation package that includes generous vacation and sick time, 401(k) plans with up to a 10% match, and more.

Job Title: Events Coordinator & Office Manager 

Supervisor: Executive Assistant

FTE: 1

Salary Range: $45,000-$55,000

Purpose of the Position:

MMSA staff lead K-12 STEM education professional learning and research projects for over a thousand educators each year. This position is instrumental in ensuring that MMSA’s programs to support educators and youth can run effectively and productively. This position coordinates all of the logistics of MMSA-sponsored events, trainings, activities, and meetings both in-person at our offices in Augusta or at sites across New England, as well as our virtual events. This position will have the opportunity to work with individuals across the organization providing support to all programs, including fundraising and administrative needs, and interact with our partners across the country.

This position needs someone who is a self-starter, detail-oriented, enjoys thinking about the design and implementation of engaging events and comes to work with a can-do attitude. In addition to events coordination, this position will also manage the day-to-day needs of our office headquarters in Augusta to ensure supplies are organized and available, coordinate the use of the different rooms within the office, and serve as the receptionist for the organization. This position will also take an entrepreneurial role to grow and coordinate MMSA’s co-working space - open to other nonprofits and mission-aligned organizations. This position will be expected to be in the MMSA Office on Water Street, Augusta daily.

Essential Duties and Responsibilities:

Event coordination:

Events to include: twice monthly all-staff days/MMSA-community-building activities; workshops, meetings, professional learning engagements, conferences, project advisory meetings, summer institutes, summits, and symposiums 

• Meet as needed with each project manager to assess upcoming events, workshops, and meeting needs.
• Event planning in partnership with project staff:
  • catering and site logistics; review contracts and invoices; registration processes; support for locally run events, workshops and meetings; event follow-up (creating certificates, emailing participants, replenishing supplies, etc.).
  • Maintain the events Airtable database including caterers, vendors, and venues.

General programmatic support: 

• Order, track and distribute materials for event, workshop, and meeting use.
• Copy materials, generate material packages, send out packages, generate emails and posts; generate, and send emails about programmatic activities, organize virtual program files; make travel arrangements for staff and speakers.
• Maintain all electronic event files which include participant lists, RSVPs, attendance, certificates, etc.
• Manage the organization of the storage room and inventory (general materials, equipment, project kits, etc.).

Administer co-working and rental reservations and requests:

• Serve as point of contact for MMSA’s co-working space (for both interested and established co-working partners).
• Maintain co-working calendar, contracts, and rental requests.
• Maintain communication outreach to increase coworking space and optimize use of our offices. 

Establish and maintain the MMSA day-to-day operations of our offices and co-working space:

• Maintain an inviting and friendly environment 
• Set up and clean up conference room for events, including scheduling, AV support, catering
• Contact and follow up with the landlord as needed for general maintenance items.
• Manage printer, internet, heating/cooling, and other office space utilities.
• Stock supplies, collect and distribute mail, distribute voicemails

This position will be expected to be in the MMSA Office on Water Street, Augusta daily.

Education & Experience

• Demonstrated experience in administrative support and/or office management
• Demonstrated experience with event coordination
• Excellent organizational and communication skills
• Ability to identify next steps and execute them appropriately 
• Ability to collaborate with a wide array of personalities
• Demonstrated experience in computer usage and applications
• Rigorous attention to detail is essential for success in this position.

Benefits:

• Employer Sponsored Health Plans, up to family coverage or optional generous cash-in-lieu
• Employer-paid family dental, family vision, Life, STD, LTD, FMLA and Parental Leave
• Up to 10% 401K match
• 13 paid holidays
• Paid time off for birthday and floating holiday for religious purposes
• 20 paid vacation days
• 15 paid sick days

How to apply:  Please send a letter of interest that outlines your experience against each of the selection criteria above and resume by email to or by regular mail to Human Resource Director, PO Box 2246, Augusta, ME 04338.

Materials should be submitted by February 10th, 2023 to ensure full consideration.