Administrative Assistant II: Proofreading & Office Support

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

Job summary

Haley & Aldrich is hiring a Staff Administrative Assistant 2 for our Portland, ME office. You will support multiple projects with advanced proofreading and document editing, and handle front desk tasks, file management, and travel arrangements.

The role emphasizes proactive office administration, collaboration, and contributing to monthly admin meetings. A Bachelor’s degree is preferred and expertise in MS Office 365 and Acrobat DC Pro are essential.

Qualifications

• Proofreading/technical editing of documents to high standards.
• Advanced MS Office skills including Word, Excel, PowerPoint, Outlook.
• Experience with Teams for scheduling and hosting meetings.

Responsibilities

• Proofread and copy edit technical documents to style guidelines.
• Produce/assemble large PDFs with Acrobat DC Pro and manage forms.
• Create/edit spreadsheets, charts, and pivot tables.
• Provide front desk and office management support; greet visitors.
• Coordinate meetings and travel; support new hire orientations.
• Participate in admin group meetings and share knowledge.

Skills

Proofreading/editing

Time management

Interpersonal skills

Verbal/written communication

Proactive under pressure

Education

Bachelor’s degree preferred

Tools

Microsoft Office 365

MS Word

MS Excel

MS PowerPoint

MS Outlook

MS Teams

Adobe Acrobat DC Pro

MS Visio

MS Project

SharePoint

gINT

Job description

Haley & Aldrich is hiring a Staff Administrative Assistant 2 for our Portland, ME office. You will support multiple projects with advanced proofreading and document editing, and handle front desk tasks, file management, and travel arrangements.

The role emphasizes proactive office administration, collaboration, and contributing to monthly admin meetings. A Bachelor’s degree is preferred and expertise in MS Office 365 and Acrobat DC Pro are essential.