Administrative Assistant

Are you an ambitious professional, looking to expand upon your career in a multi-faceted role? Do you have strong intuitive and organization skills? If so, one of our favorite growing Southern Maine based clients is seeking a Administrative Assistant to join their team.

Overview of Position

The Administrative Assistant is responsible for providing assistance to the CEO, human resources and other departments as required. This is a fast-paced, multi-tasking role in which the person will handle calendar maintenance, travel coordination, supporting the CEO and other department heads, and assisting with other projects as they come up. The Administrative Assistant should have a problem solving, can-do attitude and be able to anticipate needs before being requested. Previous knowledge of working in a startup and understanding inter-department dynamics, as well as having worked with different and varied personalities in a creative industry will be helpful skills. The Administrative Assistant ensures that his or her work is run professionally and efficiently, holds teammates accountable, and creates supportive relationships with coworkers through strong communication skills.

Job Responsibilities (include but are not limited to):

• Calendar Maintenance/Coordinating and Scheduling Meetings
• Scheduling for internal and external clients
• Preparing travel folders as required
• Arrange travel and manage expense reports
• Maintain all project files and archives
• Prepare meeting space, agendas, letters, memos, spreadsheets, etc.
• Field telephone calls, delegate to appropriate party, and assure complete follow-up on issues
• Manage external vendors and agency partners as needed
• Ensure compliance with established standard policies and procedures
• Assist Marketing Department with developing marketing and promotional materials as needed
• Work with print and digital vendors for quotes and production schedules
• Coordinate logistics for presence at tradeshows, job fairs, community and educational events
• Uphold brand and trademark standards and consistency in all projects
• Coordinate the logistics for all events requiring marketing collateral (i.e. tabling tote)
• Assist Human Resources department with miscellaneous projects

Qualifications

• Bachelor’s degree in Marketing, Advertising, Business Management, or related field
• 1-2 years’ experience in an administrative support related function at an agency or another related creative industry or experience in a startup environment
• Excellent knowledge of Microsoft Office (Word, Excel, PowerPoint)
• Familiarity with Constant Contact and WordPress
• Comfortable with web-based project management tools and collaboration technologies
• Ability to manage a budget
• Ability to maintain absolute confidentiality
• Excellent project management and organizational skills
• Demonstrated ability to think strategically and creatively
• Excellent written and verbal communication skills
• Results driven, proactive, and able to work autonomously
• Ability to work in a fast-paced environment
• Positive problem solving attitude
• Flexible and change embracing in a rapidly evolving work and market environment

Physical Requirements

• Ability to lift and carry up to 50 pounds for a distance of 100 feet
• Maine state resident
• Must pass a drug test and background check (state mandated)
• Ability to travel to multiple locations; reliable transportation

To be considered, please submit a cover letter and resume.

Job Type: Full-time

Required education:

• Bachelor’s

Required experience:

• Administrative Assistant: 4 years