Administrative Assistant II — Proofreading & Docs Specialist

Haley & Aldrich; Portland (ME); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Career growth

Competitive compensation

Benefits package

Job summary

Haley & Aldrich in Portland, ME is seeking a Staff Administrative Assistant 2 to support a range of office operations with a focus on proofreading and document editing. You will manage front desk tasks, coordinate meetings, assist with new hire orientations, and help produce large documents using Adobe Acrobat and MS Office tools, while maintaining professionalism and confidentiality.

You should have 4+ years in administrative support, a Bachelor’s degree preferred, and strong MS Office, Teams,

Qualifications

• 4+ years in professional administrative support; consulting, legal, or contract experience preferred.
• Bachelor’s degree preferred or combined education and experience.
• Proficiency with MS Office 365, Teams, and Acrobat DC Pro; strong document formatting skills.
• Ability to proofread and edit large documents to style guidelines.

Responsibilities

• Be a reliable, go-to resource in the office and assist across projects.
• Proofread and copy edit technical documents with high attention to detail.
• Produce/assemble large PDFs and manage documents using Adobe Acrobat DC Pro.
• Produce/edit spreadsheets, charts, and pivot tables.
• Front desk administration, greet visitors, answer calls, and handle mail/packages.
• Schedule meetings, coordinate travel, and support on/off-site events.
• Assist with new hire orientations and training in the Portland office.
• Participate in administrative group meetings and knowledge sharing.

Skills

Proofreading/Editing

Time management

Multitasking

Verbal/Written communication

Interpersonal skills

Notary Public (notary)

Education

Bachelor’s degree preferred

Tools

Microsoft Office 365

MS Teams

Adobe Acrobat DC Pro

MS Visio

MS Project

SharePoint

Job description

Haley & Aldrich in Portland, ME is seeking a Staff Administrative Assistant 2 to support a range of office operations with a focus on proofreading and document editing. You will manage front desk tasks, coordinate meetings, assist with new hire orientations, and help produce large documents using Adobe Acrobat and MS Office tools, while maintaining professionalism and confidentiality.

You should have 4+ years in administrative support, a Bachelor’s degree preferred, and strong MS Office, Teams,