Senior Administrative Assistant 1

Haley & Aldrich•Annapolis, MD

13h•Onsite

About The Position

Haley & Aldrich is seeking a Senior Administrative Assistant 1 to join their growing office in Annapolis, MD. This is a regular, part-time position (24 hours/week) with core office days Tuesday through Thursday. The role involves providing administrative support to project and client-specific programs, particularly the Maryland Department of Natural Resources (MD DNR) Power Plant Research Program (PPRP), and assisting the Maryland Attorney General’s office as needed. Responsibilities include note transcription, compiling exhibit lists, posting new filings, submitting completeness recommendations, and other related tasks. The position also entails front desk/receptionist duties, general office management, proofreading and formatting documents, producing and assembling PDF documents, and supporting marketing efforts like RFP responses. The ideal candidate will be professional, possess strong organizational skills, be detail-oriented, and have a positive attitude, with the ability to manage multiple priorities and work under pressure. This role offers the opportunity to be part of an exciting, growing office and a nationwide administrative team, with potential for internal growth and development within the company.

Requirements

4+ years of corporate work experience.
Strong attention to detail to deliver high quality work products that meet internal and client document standards.
Able to respond promptly and effectively to external and internal clients and efficiently manage time to prioritize tasks.
Excellent verbal and written (grammar, punctuation, etc.) communication skills and exceptional interpersonal skills.
Must be highly proficient with all Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro XI.
Must possess intermediate skills with SharePoint and MS Project.
Familiarity with operating standard office equipment (phones, copier, printers, fax, LCD projector, etc.).
Familiarity with email & manipulation of files: attachments, CD versions, document management, etc.
Proven track record of executive support and maintaining confidentiality.

Nice To Haves

Paralegal experience preferred.

Responsibilities

Provide administrative support to project and client-specific program, specifically the Maryland Department of Natural Resources (MD DNR) Power Plant Research Program (PPRP), in partnership with the Maryland Attorney General’s office as needed. This support will include note transcription, compiling exhibit lists, posting new filings, submitting completeness recommendations, visits to the Attorney General’s office (located in Annapolis), and other tasks as needed.
Efficiently proofread, edit, format, and produce documents using MS Word, Excel, PowerPoint, and Visio with emphasis on quality, adherence to our document standards, and for overall grammatical correctness and consistency.
Produce and assemble large PDF documents using Adobe Acrobat DC Pro including converting to/from PDF, combining files, navigational tools, creating forms, and securing documents.
Act as the “face of the company” by performing front desk/receptionist duties to include greeting all visitors upon arrival and notifying staff; answer main office phone and route calls with high accuracy in a manner that demonstrates culture, values, image, and client service expectations.
Perform general office managerial duties in a professional manner, including front desk administration tasks, maintaining office equipment to enable production of high-quality client deliverables on-time, and maintaining all common areas, including the front lobby, reception, kitchen/break areas conference rooms.
Route incoming packages and supplies to the appropriate work group.
Demonstrate professionalism and possess the ability to work well under pressure and changing priorities; be deadline and detail oriented and have a positive “can do” attitude.
Deliver administrative support in the areas of creating, editing, and producing hard copy documents and electronic deliverables, with emphasis on providing quality control by reviewing documents for adherence to document standards and for overall grammatical correctness and consistency.
Provide support in the areas of travel arrangements, registering for conferences and maintaining staff accreditations.
Provide marketing support such as creating RFP responses and other related documents.
Assist with project administration.
Schedule, coordinate, and support on- or off-site conferences, meetings, events, teleconferences, and Teams meetings. This includes, but not limited to, interaction with catering companies and setting up laptops and projection equipment.
Act as building facilities liaison when any issues arise.
Successfully take direction and manage multiple priorities with ease.
Perform other tasks as requested.