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Hybrid Office Administrator

June 5, 2026

Hybrid Office Administrator

Location: In-person hours once or twice per month, otherwise remote

Reports to: Executive Director

Compensation: $30/hr.

Hours: Up to 40 hours a month

Organization Overview

Maine Humanities is a statewide nonprofit organization that uses books, poetry, history, and big ideas to bring people together to discuss issues of importance. We are a collaborative program partner, a grant-maker, and a connector of people and communities. We are deeply invested in Maine’s communities and cultural economy.

Position Overview

Maine Humanities is seeking a highly organized, efficient, and proactive contract Office Manager to support our operations and building management. This is a highly administrative, part-time contractor role for someone who thrives on logistics, organization, and creative solutions. This is a task-oriented position that requires responsiveness as well as attention to detail and deadlines. The ideal candidate will be adept at providing off-site support for projects, communicating with external contractors, and sifting through an inbox with precision.

This position is primarily remote, with in-person hours once or twice a month. We are looking for candidates who can easily travel to our Portland office.

Key Responsibilities

Donation Support/Processing: Processing mailed and electronic donations; donor database entry and management; sending fundraising letters to donors.
Administrative & Board Support: Manage documents, filing systems, and notes; track tasks and deliverables; prepare agendas and coordinate logistics.
Inbox Management: Monitor the organization’s informational email inbox, responding to emails when appropriate, and forwarding to other staff when appropriate.
Programmatic Support: Support with public program logistics; participant database entry and management.
General Building Maintenance: Liaise with contractors to schedule building maintenance; keep track of structural building needs; coordinate with staff to track building needs. Liaising with contractors may require meeting them on-site.

Qualifications

5+ years of experience in operations, administration, or related roles.
Excellent written and verbal communication skills.
Able to handle some degree of ambiguity, change, and direct feedback without becoming overwhelmed.
Efficient and detail-oriented with exceptional organizational skills.
Comfortable working behind the scenes and taking ownership of logistical tasks.
Exercises sound judgment and maintains discretion when handling sensitive information.
Comfortable working remotely with strong time management skills.
Experience preferred with Microsoft 365 suite, SharePoint, and Filemaker (or similar CRM).
Experience in nonprofit, startup, or mission-driven organizations is a plus.

Compensation & Benefits

The rate for this contractor role is $30/hr. with a commitment of no more than 40 hours per month. We offer a flexible, remote work environment and encourage a healthy work-life balance.

We are excited to read applications from people with a wide range of identities, as well as work and life experiences. Please submit a cover letter and resume with contact information for references to info@mainehumanities.org. Application deadline: Monday, June 8th

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...