Haley & Aldrich · 1 week ago
Staff Administrative Assistant 2
Portland, ME
Full-time
Onsite
Senior Level, Lead/Staff
7+ years expHaley & Aldrich is a company dedicated to solving meaningful challenges in the built and natural environments. They are seeking a Staff Administrative Assistant 2 who will provide strong administrative support, including proofreading documents, managing office tasks, and coordinating meetings.
ConsultingLegalProduct DesignWeb Design
Hiring Manager
Siobhan Brooks, SHRM-SCP
Responsibilities
Be a reliable, go-to resource in this collaborative office and have the attitude, willingness, and initiative to pitch in wherever needed in the local office or virtually across the company
Proofread and copy edit technical documents, with an emphasis on grammar, sentence structure, punctuation, formatting to our style guidelines, consistency, neatness, and strong attention to detail for overall quality
Produce/assemble large PDF documents using Adobe Acrobat DC Pro including converting to/from PDF, combining files, using navigational tools, creating forms, and securing documents
Produce/edit spreadsheets, charts and graphs, pivot tables
Provide general office management services in a professional manner, including front desk administration tasks, maintaining office equipment and supplies, and maintaining all common areas including the front lobby, reception, and kitchen/break areas
Act as the “face of the company” by greeting/welcoming all visitors in a polite and professional manner, answer main office phone and route calls, and handle all mailing and packages
Schedule, coordinate, and support on- or off-site meetings, conferences, office activities, and Microsoft Teams meetings, as well as handle travel arrangements
Coordinate and assist with new hire orientations and training in the local office
Participate in and contribute to monthly national Administrative group meetings to keep up to date on all admin-related topics including company news and information and changes that affect the group, as well as knowledge sharing presentations and discussion where you have the opportunity to share your experience and skills
Qualification
Required
7+ years in a professional administrative support position, with consulting industry, legal, or contract experience preferred
Must be highly proficient/advanced with all Microsoft Office 365 applications (Word, Excel, PowerPoint, Outlook), as well as MS Teams and Adobe Acrobat DC Pro
Possess intermediate skills or better in MS Visio and MS Project
Must have experience working with large Word documents created from templates, applying styles, and table of contents
Must possess outstanding proofreading/technical editing skills
Must be resourceful and possess the drive and ability to work proactively and work well under pressure in order to meet project deadlines
Excellent time management and multitasking abilities, as well as the capacity to prioritize tasks
Excellent verbal, written, and interpersonal skills
Current Notary Public, or willing/able to become one
Preferred
Bachelor's degree preferred or combined education and experience
Experience using Microsoft Teams for scheduling/hosting virtual meetings is preferred
Experience in assisting staff with professional licenses is a plus
SharePoint or gINT experience is a plus
Benefits
Excellent career growth
A highly competitive total compensation plan
A solid benefits package
Company
Haley & Aldrich
Haley & Aldrich is an environmental engineering design and consultation services provider.
501-1000 employees
H1B Sponsorship
Haley & Aldrich has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (11)
2024 (10)
2023 (13)
2022 (8)
2021 (2)
2020 (4)
Funding
Current Stage
Late StageLeadership Team
Eric Eldridge
Chief Information Technology Officer
Company data provided by crunchbase