Staff Administrative Assistant 2
About The Position
Haley & Aldrich is seeking a Staff Administrative Assistant 2 to provide office administration and project support, with a strong emphasis on proofreading and copy editing technical documents. This full-time position is based in the company’s Portland, Maine office and supports local and company-wide teams. The role calls for a collaborative, proactive administrative professional who can contribute to a technically focused, growing organization and help foster teamwork and learning. The position provides general office management, front-desk and visitor support, document production, spreadsheet and chart editing, meeting and travel coordination, and assistance with local new-hire orientation and training. The assistant will also participate in monthly national administrative group meetings. Compensation is $60,000–$70,000, with actual pay based on factors including education, experience, certifications, skills, and market conditions.
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; 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, including 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, and task-prioritization abilities.
- Excellent 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 an equivalent 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 colleagues across the company, pitching in where needed.
- Proofread and copy edit technical documents for grammar, sentence structure, punctuation, formatting, consistency, neatness, and overall quality.
- Produce 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, maintaining office equipment and supplies, and keeping common areas in order.
- Greet visitors professionally, answer and route main office calls, and handle mail and packages.
- Schedule, coordinate, and support onsite and offsite meetings, conferences, office activities, and Microsoft Teams meetings; arrange travel.
- Coordinate and assist with new-hire orientations and training in the local office.
- Participate in monthly national administrative group meetings, including knowledge-sharing presentations and discussions.
Benefits
- Competitive total compensation plan and benefits package.
- Career growth opportunities.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
