Executive Administrative Coordinator

Maine Wing Management LLC Career Center; Portland (ME); On-site; USD 42,000 - 54,000; Full time

Job summary

Maine Wing Management LLC Career Center seeks an Executive Administrative Coordinator to provide comprehensive administrative and operational support to company leadership and the organization. This role is essential to ensure the smooth execution of day-to-day administrative functions, document management, and executive support, including handling various office tasks.

The position involves managing calendars, coordinating meetings, taking notes, and supporting event logistics and vendor

Qualifications

• Strong organizational skills to manage multiple priorities.
• Proficiency in Microsoft Office and Google Workplace Apps.
• Excellent communication, both written and verbal.
• Ability to handle sensitive information with discretion.
• Reliable transportation for external tasks.

Responsibilities

• Manage document storage and file uploads.
• Review mail, organize, and scan documents.
• Support leadership with scheduling, calendar management, and coordination of team meetings.
• Capture meeting notes, track actions, and follow up.
• Coordinate team events, logistics, and vendor management.
• Order office supplies and run errands as needed.
• Provide a variety of executive support tasks and miscellaneous needs.

Skills

Strong organizational skills

Microsoft Office Suite

Google Workspace Apps

Excellent written and verbal communic

Discretion with sensitive information

Reliable transportation

Tools

Microsoft Office Suite

Google Docs/Sheets/Calendar

Job description

Position Overview:

We are seeking a highly organized and proactive Executive Administrative Coordinator to provide comprehensive administrative and operational support to company leadership and broader organization. This role is essential in ensuring the smooth execution of day-to-day administrative functions, document management, and executive support, including handling various office and operational tasks.

Key Responsibilities:

• Manage document storage, file upload inloading

• Review mail, organize, scan appropriatly

• Support executive leadership with scheduling, calendar management, and coordination of team meetings.

• Capture meeting notes, track action items, and follow up with participants to ensure timely completion.

• Coordinate and organize team events, including logistics and vendor management.

• Order office supplies upon need.

• Perform a variety of executive support tasks, including running errands (e.g., bank deposits, vehicle maintenance, city hall visits).

• Assist with miscellaneous administrative and operational needs as required.

Qualifications:

• Strong organizational skills with the ability to manage multiple priorities effectively.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workplace Apps (gmail, docs, sheets, calendar), general comfort with digital tools for scheduling and document management.

• Excellent written and verbal communication skills.

• Ability to handle sensitive information with discretion.

• Reliable transportation for completing external tasks (e.g., errands, deliveries).