Administrative Assistant

Maine Wing Management LLC Career Center; Portland (ME); On-site; USD 36,000 - 48,000; Full time

Job summary

The Maine Wing Management LLC Career Center is seeking an Office Administrative Assistant to provide essential clerical and administrative support. The role involves answering phones, managing files, handling mail, and supporting managers with tasks while maintaining a professional and detail-oriented approach.

Ideal candidates have 1–3 years of administrative experience, strong communication skills, and the ability to work independently and in a team.

Qualifications

• Requires a high school diploma or equivalent; higher degrees preferred.
• 1–3 years of administrative or office support experience.
• Proficiency with Microsoft Word, Excel, Outlook, and Google Workspace.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Ability to maintain confidentiality and work with sensitive information.

Responsibilities

• Answer, screen, and direct incoming calls and emails.
• Maintain organized physical and digital filing systems.
• Scan and organize incoming mail.
• Process routine bank deposits.
• Update portals and perform operations tasks.
• Prepare documents, reports, and correspondence.
• Order office supplies and coordinate service requests.
• Assist with data entry, invoicing, and light bookkeeping.
• Support event coordination, travel, and internal communications.
• Keep office areas tidy and compliant with safety protocols.
• Perform other duties as assigned by leadership.

Skills

Phone handling

Organization

Microsoft Office

Communication

Time management

Confidentiality

Teamwork

Independent work

Education

High school diploma

Associate/Bachelor preferred

Tools

Google Workspace

Microsoft Word/Excel/Outlook

Job description

Position Summary:

The Office Administrative Assistant provides general administrative and clerical support to ensure efficient operation of the office. This role involves a wide range of responsibilities including answering phones, recording meeting notes, sending out deliverable action items, maintaining files, and supporting managers staff with various administrative tasks. The ideal candidate is detail-oriented, professional, and capable of handling multiple priorities.

Key Responsibilities:

• Answer, screen, and direct incoming phone calls and emails.


• Maintain organized filing systems (physical and digital).


• Scan and organize incoming mail.


• Make routine bank deposit deliveries.


• Complete administrative updates to portals/online tools, and tasks of operations.


• Prepare and edit documents, reports, and correspondence as requested.


• Order and maintain office supplies and coordinate service requests.


• Assist with data entry, invoicing, and light bookkeeping tasks.


• Support event coordination, travel arrangements, and internal communications.


• Ensure office areas are tidy, stocked, and compliant with safety protocols.


• Perform other administrative duties as assigned by leadership.

Required Skills and Qualifications:

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).


• 1–3 years of administrative or office support experience.


• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.


• Excellent verbal and written communication skills.


• Strong organizational and time management skills.


• Ability to maintain confidentiality and handle sensitive information.


• Professional demeanor and interpersonal skills.


• Ability to work independently and collaboratively in a team environment.

Physical Requirements:

• Prolonged periods of sitting and working on a computer.


• Ability to lift up to 15–20 pounds occasionally (e.g., office supplies or packages).