Staff Administrative Assistant 2

Haley & Aldrich, Inc.•Portland, ME

3d•$60,000 - $70,000•Onsite

About The Position

Haley & Aldrich is seeking a Staff Administrative Assistant 2 for its Portland, Maine office. This full-time role provides general administrative and office support, with a strong emphasis on proofreading and copy editing technical documents and supporting project teams. The position works collaboratively with the local office and colleagues across the company, contributing to office operations, meetings, onboarding, and administrative knowledge sharing.

Requirements

At least 4 years of experience in a professional administrative support position.
Advanced proficiency with Microsoft Office 365 applications, including Word, Excel, PowerPoint, and Outlook, as well as Microsoft Teams and Adobe Acrobat DC Pro.
Intermediate or better skills in Microsoft Visio and Microsoft Project.
Experience working with large Word documents created from templates, applying styles, and creating tables of contents.
Outstanding proofreading and technical editing skills.
Resourcefulness, initiative, and the ability to work proactively and under pressure to meet project deadlines.
Excellent time management, multitasking, prioritization, verbal, written, and interpersonal skills.
Current Notary Public status or willingness and ability to become a Notary Public.

Nice To Haves

Consulting industry, legal, or contract experience.
Bachelor’s degree, or a combination of education and experience.
SharePoint or gINT experience.
Experience using Microsoft Teams to schedule and host virtual meetings.
Experience assisting staff with professional licenses.

Responsibilities

Serve as a reliable administrative resource for the local office and provide support across the company as needed.
Proofread and copy edit technical documents for grammar, sentence structure, punctuation, formatting, consistency, neatness, and overall quality.
Create and assemble large PDF documents using Adobe Acrobat DC Pro, including converting, combining, navigating, creating forms, and securing documents.
Produce and edit spreadsheets, charts, graphs, and pivot tables.
Provide general office management, including front desk administration, office equipment and supply maintenance, and upkeep of common areas.
Greet visitors, answer and route main office phone calls, and handle mail and packages.
Schedule, coordinate, and support meetings, conferences, office activities, and Microsoft Teams meetings; arrange travel as needed.
Coordinate and assist with new-hire orientations and training in the local office.
Participate in monthly national Administrative group meetings, stay informed about relevant company and administrative updates, and contribute to knowledge-sharing discussions and presentations.